Administrative Assistant [Tempe, AZ / Fairfax, VA] - ADMINASS 0916 KP#02

Job Description

Job Description

Administrative Assistant

Location: Tempe, AZ 85282 / Fairfax, VA 22035
Job Type: Contract – 6 Months
Schedule: Monday–Friday, Standard Business Hours
Experience: 3–5 Years (5–10 Years Preferred)

Pay Rate: $18/hour

Job Summary

We are seeking an experienced Administrative Assistant to provide comprehensive administrative and operational support to management and departmental teams.

The ideal candidate will have strong experience with calendar management, meeting and travel coordination, HR and payroll support, reporting, record maintenance, budgeting, and general administrative operations . This position requires excellent organization, communication, attention to detail, and the ability to handle confidential information professionally.

Key Responsibilities

• Manage executive calendars, meetings, appointments, and domestic/international travel arrangements.
• Coordinate conferences, special events, meetings, and executive schedules.
• Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain filing systems, databases, spreadsheets, and departmental records.
• Support HR activities, including onboarding, recruitment documentation, personnel transactions, and job description preparation.
• Assist with payroll processing, budget tracking, accounting reconciliations, and financial reporting.
• Process HR and administrative transactions using internal systems.
• Coordinate purchasing activities, vendor communications, and contract administration.
• Prepare administrative reports and analyze departmental data.
• Identify opportunities for improving administrative processes and workflow efficiency.
• Serve as a liaison between management, HR, vendors, and internal departments.
• Interpret and communicate organizational policies and procedures as needed.
• Maintain confidentiality of sensitive personnel, financial, and business information.
• Provide administrative guidance and supervise clerical staff when required.

Required Skills & Qualifications

• 3–5 years of experience in Administrative Assistant, Administrative Coordinator, Program Coordinator, or related roles.
• Strong experience supporting executives or senior management.
• Excellent calendar, meeting, and travel coordination skills.
• Intermediate proficiency in Microsoft Office Suite , including Word, Excel, Outlook, and PowerPoint.
• Experience supporting HR, payroll, budgeting, reporting, and general administrative functions .
• Strong written and verbal communication skills.
• Excellent organizational, analytical, and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to handle confidential and sensitive information professionally.
• Supervisory or team leadership experience is preferred.
• Experience with HR, payroll, or administrative systems is a plus.

Preferred Qualifications

• 5–10 years of administrative experience.
• Bachelor's degree in Business Administration, Management, or a related field.
• Experience supporting senior leadership in a government, public-sector, or corporate environment.
• Knowledge of budgeting, procurement, contracts, and vendor management.
• Experience working with enterprise HR or administrative systems.