Administrative Assistance

THIS IS A 12+ MO W2 CONTRACT ROLE

MAX RATE: $21HR-FIRM

Position Summary

We are seeking a highly organized and proactive Administrative Assistant to provide professional administrative support to department leaders and teams. This role requires strong organizational skills, the ability to manage multiple priorities, and the confidence to work independently with limited supervision. The successful candidate will play a key role in supporting daily operations, coordinating meetings and travel, managing documentation, and helping drive team efficiency.

Key Responsibilities

• Provide a wide range of administrative support to leaders, colleagues, and departments.
• Schedule meetings, reserve conference rooms, coordinate catering, and manage visitor access processes.
• Attend meetings as needed to assist with presentations, take notes, and ensure follow-up actions are completed.
• Facilitate effective communication across teams using knowledge of business functions, organizational structure, and company processes.
• Manage competing priorities, multitask effectively, and maintain a high level of productivity.
• Arrange domestic and international travel, including flights, hotels, ground transportation, and itineraries.
• Proactively manage calendars and resolve scheduling conflicts for leaders and teams.
• Prepare, submit, and track expense reports for leaders and team members.
• Monitor and track expenses against budgets, resolve discrepancies, and provide reports to budget managers.
• Maintain and organize documents within SharePoint, Microsoft Teams, and other company systems.
• Serve as the primary contact for office technology and equipment-related issues to support daily operations.
• Coordinate with external vendors, service providers, and other business partners as needed.
• Support departmental projects, contribute to process improvements, and identify opportunities to increase efficiency.
• Troubleshoot issues and serve as a resource for team members seeking information or guidance.
• Participate in special projects and independently complete assigned deliverables.
• Build positive working relationships across the organization and contribute to a collaborative team environment.
• Communicate effectively with a variety of audiences through clear verbal and written communication.
• Maintain documentation and records in accordance with company policies and confidentiality standards.
• Protect confidential and sensitive information using company information management practices.
• Assist Quality Specialists with administrative and coordination activities.
• May serve as a departmental safety coordinator and communicate safety-related information to team members.

Qualifications

• High school diploma or GED required.
• Approximately 3–5 years of administrative support experience.
• Strong organizational, planning, and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong problem-solving abilities and attention to detail.
• Proficient with Microsoft Office applications, SharePoint, Microsoft Teams, and other business software tools.
• Comfortable learning new systems, technologies, and processes.
• Ability to work independently with minimal supervision.
• Reliable, proactive, and adaptable to changing priorities.
• Demonstrated ability to collaborate effectively as part of a team.

Preferred Skills

• Experience supporting multiple leaders or departments.
• Experience coordinating travel, meetings, and event logistics.
• Budget tracking and expense management experience.
• Continuous improvement mindset with a focus on efficiency and process optimization.

What We're Looking For

• The ideal candidate is a dependable, detail-oriented professional who takes ownership of their work, demonstrates initiative, and enjoys helping teams succeed. You are a strong communicator, an effective problem solver, and someone who thrives in a dynamic environment where priorities can change quickly.