Administrative Assistant I

About the Role

The Administrative Assistant I plays a vital role in supporting daily operations, ensuring efficiency, organization, and effective communication within the department. This position is responsible for providing administrative and clerical support to leadership and team members, handling scheduling, correspondence, documentation, and office coordination. This is an excellent opportunity for individuals looking to start their career in administration.

Key Responsibilities

• Proficiently operate a computer and various computer systems.
• Ability to function in a high-stress environment, be a strong multi-tasker, and be a team player.
• Efficiently communicate with teammates from all levels.
• Review the project set-up structure to ensure the billing terms are being executed correctly.
• Execute monthly billing for a department(s) by invoicing clients through various channels.
• Advise management when the billing total reaches the total contract amount.
• Follow up with clients on invoices to ensure receipt, correct submittal, etc.
• Produce departmental reports.
• Serve as a scheduler and/or dispatcher.
• Knowledge and usage of proper format, grammar, spelling, and punctuation.
• Regular on-site, in-office attendance is required.
• Follows safety procedures.
• Other duties may be assigned.

Requirements & Tech Stack

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management tools.
• Strong knowledge of the business and project cycle.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree or additional relevant coursework preferred.
• 0-2 years of administrative or office support experience (internship or volunteer experience a plus).
• Strong organizational, time management, and problem-solving skills.
• Strong attention to detail and ability to handle confidential information with discretion.
• Effective verbal and written communication skills to interact with team members and stakeholders.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to adapt to a changing work environment and foster and maintain good relationships at all levels.
• Ability to efficiently answer client questions and assist them promptly.
• Ability to prioritize, execute tasks efficiently, and meet deadlines without compromising the quality of work.

Travel Requirements

• This position does not require regular travel.
• Occasional travel may be required, up to 10%, primarily for occasional off-site meetings, training sessions, or company events.

Physical Demands & Work Environment

• This position primarily operates in a professional office environment.
• Requires the ability to work at a desk for extended periods while using a computer, phone, and standard office equipment.
• Involves sitting for extended periods, performing data entry, and engaging in frequent communication via email, phone, and in-person interactions.
• The role involves regular communication with team members, clients, and stakeholders, both in person and through virtual platforms.
• Physical demands may include occasional standing, walking, bending, and lifting of office materials up to 15 pounds.