Administrative Assistant

Administrative Assistant 
Waukesha, WI 
Pay: $20.50 per hour 
26-09658
Job summary

The Administrative Assistant provides temporary executive and office administrative support for the Division leadership team. This role manages office operations, meeting and event coordination, travel support, expense reporting, supply management, and general administrative assistance to ensure smooth day-to-day business operations.

Responsibilities

• Manage coffee station inventory and ordering.
• Manage office and meeting supply inventory and ordering.
• Maintain copier toner inventory and coordinate supply replenishment.
• Order and coordinate lunches and related volunteer event support.
• Provide meeting logistics support, including room reservations, catering, and event coordination.
• Provide administrative support for Division leadership.
• Organize travel logistics for leadership.
• Complete and process expense reports, including P-Card, client, and leadership expenses.
• Organize leadership team meetings and coordinate related communications.
• Support employee engagement, HR-related activities, office events, and holiday functions as needed.
• Utilize company systems, tools, and processes to support daily operations and administrative activities.

Qualifications

• Minimum 3 years of administrative assistant, executive assistant, office coordinator, or customer support experience.
• Associate degree or higher in Office Administration, Business Administration, or related field from an accredited institution.
• Strong organizational and time management skills.
• Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• Ability to manage multiple priorities and work independently.
• Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff.
• Attention to detail and accuracy in document preparation and data management.
• Ability to handle confidential information with discretion and professionalism.

Preferred Skills

• Certification in Office Administration or related field.
• Experience with project management software (e.g., Microsoft Project, Asana).
• Knowledge of office equipment operation and maintenance.
• Familiarity with basic accounting principles and software (e.g., QuickBooks).
• Ability to adapt quickly to new technologies and software applications.

Location

Waukesha, WI

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