Administrative Assistant

Administrative Assistant

ScottMadden is seeking a confident and collaborative administrative assistant to provide administrative support to assigned partners and internal teams, helping coordinate day-to-day activities and keeping operations running smoothly. This role is ideal for someone who is organized, dependable, and brings a positive, team-oriented attitude to every interaction. If you enjoy supporting others while managing a variety of administrative responsibilities, this opportunity is for you.

The ideal candidates will be located near our Raleigh, NC or Framingham, MA office, as Administrative Assistants are expected to work from the office at least two days a week and remotely the balance of the week.

Responsibilities include:

• Providing day-to-day administrative support to assigned partners and internal teams, including calendar management, meeting coordination, and fulfillment of relevant requests.
• Preparing and reconciling detailed, travel-intensive expense reports with a high degree of accuracy, ensuring compliance with company policies and strict submission deadlines.
• Preparing, formatting, editing, and proofreading presentations, reports, spreadsheets, client deliverables, and other business documents using firm templates and style standards.
• Supporting project closeout and client data retention activities, ensuring files and documentation are handled securely and in accordance with firm policies.
• Coordinating travel arrangements for client/project-related, business development, training, and conference-related activities.
• Coordinating internal and external meetings, working with outside vendors as needed, including scheduling, agenda and material preparation, conference room reservations, meal selection, and audio/visual support.
• Organizing and maintaining files, records, and administrative documentation within cloud-based collaboration and document management systems.
• Coordinating office supply inventory and ordering for assigned office locations and serving as a liaison with vendors and service providers to support efficient office operations.
• Tracking deadlines, approvals, action items, and recurring administrative activities to support timely completion of work.
• Assisting with planning and coordination of team meetings, training sessions, leadership meetings, onboarding activities, and departmental events.
• Serving as a point of contact for routine administrative matters and supporting routine communications with internal teams, vendors, clients, and other stakeholders as needed.
• Supporting established administrative processes to improve organization and workflow efficiency.

The ideal candidate is:

• Skilled at building strong relationships and fostering a welcoming, positive environment.
• Collaborative and team-oriented, yet also an independent thinker.
• A dependable and organized team player with strong problem-solving and communication skills.
• Highly organized, with the ability to manage competing deadlines.
• Detail-oriented, thorough, and reliable.
• Tech-savvy and comfortable navigating business applications.
• Discreet and trustworthy in handling confidential information.

Qualifications:

• High school diploma required, bachelor's degree preferred.
• Three to five years of experience as administrative support in a professional services or corporate environment
• Proficiency in Microsoft Office Suite (Excel, Word, and PowerPoint); experience with Microsoft Dynamics 365 preferred.

Work Authorization Requirement

Candidates must be legally authorized to work in the United States without the need for sponsorship now or in the future, as ScottMadden does not provide visa sponsorship.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities