Administrative Assistant-Level 2 - Experienced (6 - 10 Ye...

Job Description

Job Description

• Position: Administrative Assistant - Level 2 / Administrative Technician
• Location: 100% ONSITE at Palm Beach Gardens, Florida, 33418, United States
• Type: Temporary Contract
• Experience Level: 5+ years of relevant experience
• Education: High School Diploma or GED required; Associate degree preferred

Key Responsibilities

• Coordinate end-to-end logistics for instructor-led training classes and learning events.
• Partner with facilitators to establish class schedules and coordinate training requirements.
• Reserve classrooms and manage classroom schedules for NextEra University and Quality training.
• Coordinate classroom setup, including submitting facilities tickets and ensuring rooms are prepared for training.
• Perform Learning Management System (LMS) administration, including scheduling classes, managing rosters, recording training completions, processing chargebacks, and resolving employee LMS account issues.
• Monitor and respond to requests received through shared NextEra University and Quality mailboxes.
• Manage and maintain training calendars.
• Order and maintain classroom training materials and office supplies.
• Coordinate with internal departments and external vendors to resolve scheduling, facilities, logistical, and administrative issues.
• Audit and process invoices according to established accounts payable procedures.
• Produce and interpret reports, address reporting issues, and assist with analysis and special projects.
• Maintain accurate training, scheduling, and administrative records.
• Interact professionally with employees and leaders at all levels of the organization.
• Support special projects and learning initiatives as requested.

Required Qualifications

• High School Diploma or GED.
• 5+ years of relevant administrative, operations, training coordination, or related experience.
• Strong organizational and time-management skills.
• Strong attention to detail and commitment to accurate recordkeeping.
• Strong written and verbal communication skills.
• Demonstrated customer service and problem-solving abilities.
• Ability to manage multiple priorities and work independently within established guidelines.
• Proficiency with Microsoft Office products.

Preferred Qualifications

• Experience coordinating instructor-led training, meetings, events, or similar activities .
• Experience administering a Learning Management System (LMS) , preferably SAP SuccessFactors .
• Experience managing shared mailboxes, calendars, room reservations, and scheduling.
• Proficiency with Microsoft Outlook, Teams, Excel, and PowerPoint .
• Experience processing invoices, purchase orders, or chargebacks.
• Experience coordinating with vendors and internal business partners.
• Ability to work independently while collaborating effectively with facilitators, employees, vendors, and other departments.

Key Competencies

• Customer Focus
• Planning & Organization
• Attention to Detail
• Communication
• Problem Solving
• Collaboration
• Accountability
• Adaptability

What Success Looks Like

• Training classes and learning events are scheduled and prepared accurately and on time.
• Classroom reservations, setups, rosters, and training records are consistently maintained.
• LMS records and training completions are processed accurately.
• Shared mailbox requests and scheduling issues are addressed promptly.
• Facilitators and employees receive responsive and professional support.
• Invoices, chargebacks, supplies, and administrative records are processed accurately.
• Scheduling or logistical issues are proactively identified and resolved.

Top Requirements

• 5+ years of administrative, operations, or training coordination experience.
• Experience coordinating training sessions, meetings, events, classrooms, or complex scheduling activities .
• Strong experience with Microsoft Outlook, Teams, Excel, and PowerPoint .
• Strong calendar, scheduling, recordkeeping, and organizational skills.
• LMS experience is highly preferred, particularly SAP SuccessFactors.
• Strong customer service, communication, and problem-solving skills.
• Ability to independently manage multiple priorities in a fast-paced corporate environment.

Please note: This is a temporary contract opportunity located in Juno Be