Administrative Assistant

Administrative Assistant II

The Administrative Assistant II provides high-level administrative support to multiple departments and project teams, ensuring smooth day-to-day operations. This role involves managing schedules, coordinating travel, maintaining records, processing financial transactions, and assisting with office management. The individual will play a key role in supporting department activities, budgeting processes, and special projects, while serving as a liaison between various stakeholders. Strong organizational skills, attention to detail, and excellent communication are essential for success in this role.

Responsibilities:

• Serve as primary administrative support for designated staff and project teams.
• Oversee day-to-day office operations, including supply management and resolution of administrative issues.
• Provide administrative support, including calendar management, meeting coordination, onboarding assistance, and initiatives to enhance employee morale.
• Organize director's time (calendar and daily leadership needs).
• Travel Arrangements (including shuttle, CONCUR, and American Express).
• Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team.
• Onboard new hire actions, IT requests, e-tad facilitation, and space requirements for the Directorate.
• Manage monthly ETADs by sending reminders, overseeing account management, and ensuring timely updates.
• Maintain and order office supplies within the departmental budget considerations
• Input PeopleSoft Purchase Orders
• Serve department SPITS Coordinator
• Work effectively with other admins within the department and division to provide optimum support. Provide back-up support when needed.
• Prepare presentations, spreadsheets, graphs, and Power BI reports as requested using appropriate skills and software.
• Update and maintain the SharePoint, and MS Teams sites.
• Provide Department Archive Record Management (DARM) support to both directorates, assisting with audits, sharing expertise, and ensuring accurate recordkeeping.
• Assist the managers with special projects or needs as requested.

Experience:

• 3+ years of related administrative experience, preferably in a corporate environment. Previous experience with client systems and processes is a plus.
• Administrative experience with strong technical computer and software skills

Skillsets:

• PeopleSoft/ Concur
• Meeting scheduling
• Office Supplies

Education:

• Associates preferred, but not required

Required Skills:

• Organizational Skills: Highly organized with strong attention to detail and the ability to prioritize tasks effectively
• Communication Skills: Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external stakeholders.
• Confidentiality: Exercise high discretion and integrity when handling sensitive or confidential information.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), PeopleSoft, Concur, and other relevant systems.
• Problem-Solving: Strong decision-making and problem-solving skills, with the ability to adapt to changing priorities and deadlines.
• Customer Service: Professional, approachable, and customer-focused; proven ability to work collaboratively within a team and build relationships.
• Self-Motivation: A self-starter who works productively and independently with minimal supervision.

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

AI Statement:

By applying, you acknowledge that AI-assisted tools may be used during hiring.