Administrative Analyst

Administrative Analyst

This role requires candidates who are currently authorized to work in the U.S. without sponsorship, and C2C arrangements are not accepted. This role is hybrid in Los Angeles, CA.

Role Overview

We are seeking a detail-oriented Administrative Analyst to provide temporary administrative, reporting, documentation, and data coordination support in a team-oriented environment. This role will support project, budget, and operational tracking activities by collecting information, organizing documentation, preparing reports, maintaining spreadsheets, and following up with internal teams to ensure timely and accurate updates.

The ideal candidate is highly organized, professional, and comfortable working with staff, managers, and stakeholder groups to gather information within tight timelines. This role requires strong office administrative skills, strong written and verbal communication, proficiency with Microsoft Office tools, and the ability to support reporting, documentation, scheduling, tracking, and process coordination activities.

Key Responsibilities

• Collect, track, organize, and follow up on information received from internal teams, managers, project leads, and reporting systems.
• Support the preparation of draft quarterly project, budget, operational, and administrative reports.
• Prepare, edit, and maintain reports, memos, procedures, correspondence, spreadsheets, and supporting documentation.
• Use Microsoft Word to prepare clear, professional, and well-organized written reports and documents.
• Create, update, and maintain Excel worksheets, trackers, logs, dashboards, and reporting tools.
• Log and track funding requests, budget updates, project updates, documentation, and related action items.
• Assist with monthly and quarterly tracking activities, including budget updates, planned expenditures, and spending forecasts.
• Schedule meetings in Outlook with internal teams, managers, and stakeholder groups.
• Maintain and monitor a shared department email inbox.
• Communicate with staff and managers to request data, clarify information, and ensure deadlines are met.
• Support administrative tasks within project, budget, workflow, or tracking systems.
• Research, gather, compile, and summarize information to support reporting and decision-making.
• Assist with project coordination, documentation, process improvement, and administrative follow-through.
• Organize and prioritize multiple assignments while managing deadlines in a fast-paced environment.
• Build and maintain effective working relationships with internal teams, managers, and external stakeholders.

Required Qualifications

• Bachelor's degree in a related field and four years of relevant experience; or
• Master's degree in a related field and two years of relevant experience; or
• Equivalent administrative, analytical, project support, budgeting, reporting, or office coordination experience.

Preferred Background

• Experience in an administrative analyst, project support, reporting support, budget support, or office coordination role.
• Experience preparing reports, memos, correspondence, procedures, spreadsheets, and tracking documents.
• Experience working with managers, project teams, departments, public agencies, utilities, infrastructure, public works, government, or similar operational environments.
• Experience supporting budget tracking, project coordination, contract administration, or operational reporting is helpful but not required.

Required Skills

• Strong office administrative and organizational skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Word for preparing reports, memos, and documentation.
• Proficiency with Microsoft Outlook for scheduling, email coordination, and calendar management.
• Proficiency with Microsoft Excel, including formulas, PivotTables, Pivot Charts, XLOOKUP, and INDEX/MATCH.
• Ability to create and maintain spreadsheets, trackers, dashboards, and reporting tools.
• Ability to gather, organize, review, and summarize data from multiple sources.
• Ability to follow up with staff and managers to collect information within tight timelines.
• Ability to prepare clear, concise, and professional reports, documents, and presentations.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities, deadlines, and requests.
• Ability to identify, analyze, and resolve administrative, procedural, organizational, or reporting issues.
• Professional, personable, flexible, and team-oriented approach.
• Ability to work independently while collaborating effectively with internal teams and stakeholders.
• Comfortable using current office technology, computers, software applications, and tracking systems.

Ideal Candidate Profile

The ideal candidate is an experienced Administrative Analyst who is organized, detail-oriented, communicative, and comfortable supporting reports, documentation, spreadsheets, scheduling, tracking, and stakeholder follow-up. This person should be able to build strong working relationships with staff and managers, gather information within tight deadlines, prepare accurate written materials, and support administrative and reporting processes in a professional, team-oriented environment. Experience in public works, utilities, public agencies, infrastructure, or similar operational environments is a plus.