Our client has an immediate need for an Administrative Assistant within their State Solutions division. As an Administrative Assistant, you will provide high-level administrative support to the members of the IDEAS leadership team. You will regularly interface with members of your team, other staff members across the organization, partners, vendors, and other external contacts. As an Administrative Assistant, you are expected to work with utmost professionalism and maintain confidentiality with sensitive information. This is a four-month temporary position with possibility for assignment extension.
Administrative Assistant Responsibilities
Coordinate and schedule meetings with staff, partners, and business contacts; provide regular updates to team calendar.
Monitor and respond to emails and other correspondence as directed; open, read and act upon incoming mail as directed.
Prepare a variety of presentations and reports using MS PowerPoint, Excel and Word to clearly and creatively display information including graphics; may perform research to assist with preparing reports.
Assist in coordinating PTO requests; maintain HRMS for accuracy.
Write correspondence and other materials for external and internal distribution.
Arrange conference calls and prepare agendas and materials for internal and external meetings.
Attend in-office meetings as appropriate, prepare, record and report minutes and follow up as needed.
Coordinate the position requisition, recruitment and selection and new employee notification and orientation processes for the team.
Facilitate adherence to internal processes such as work requests, requisition requests, expense reports, check requests, meeting set-up and clean-up, catering, travel arrangements for the team.
Provide general administrative support (data entry, document design, correspondence, etc.) for the team as time permits.
Provide organizational systems such as electronic and hard-copy filing systems, databases and other tools that increase work efficiency.
Collect and distribute mail to team.
Provide back up for other Administrative staff as needed.
Perform other duties as assigned to ensure the success of the team and the organization.
Administrative Assistant Qualifications
Bachelor’s degree preferred; or an equivalent combination of experience and education in lieu of a four-year degree will be considered.
Minimum two years of administrative office experience.
Strong commitment to providing outstanding support services to executive, leadership team, and staff members.
Use high level of discretion when handling confidential information.
Effectively screen and direct calls, correspondence and visitors.
Excellent organizational and multi-tasking skills.
Excellent writing skills and ability to pay close attention to detail.
Ability to quickly shift priorities in supporting the team.
Demonstrated ability to follow through with tasks.
Proficient in Microsoft Office Products (Word, Excel, PowerPoint, Outlook, Visio), use of the Internet and databases.
Excellent listening skills and a commitment to communicate clearly, completely, and in a timely manner.
Demonstrated ability to work effectively with a wide range of individuals.
Ability to organize time effectively, determine priorities, and move work forward.
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.