Administrative Assistant

Administrative Services Role

The Administrative Services role provides dedicated administrative support to multiple client-serving partners and is expected to have a combination of technical and interpersonal skills. They are the single point of contact for the administrative needs of assigned internal customers and provide services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. Additionally, they will provide support in relation to the physical office space. These services include but are not limited to:

• Effective use of the firm's core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.
• Managing calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.
• Coordination of travel arrangements (domestic/international), maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues.
• Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.
• Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
• Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed)
• Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
• Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process.
• Ability to communicate office policy and procedures to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.
• Assisting with maintenance of local office equipment, as needed.
• Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
• Assisting with supply orders and maintaining office inventory, as needed.
• Coordinating special events and leadership team meetings including catering, room set-up, etc.
• Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

What You Will Need:

• Ability to work on-site five days a week.
• High school diploma required
• 5 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.
• Highly proficient in Outlook, Word, Excel and PowerPoint with ability to learn new software systems when necessary.
• Ability to establish and maintain strong working relationships, including clients/stakeholders.
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability and use of good judgment.
• Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
• Proven ability to act with discretion and maintain complete confidentiality.
• Clear fit with (and champion of) firm culture and values.
• Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.
• Strong sense of initiative and ability to work with urgency.
• Polished and professional demeanor in dealing with all situations.
• Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Will embrace our customer-focused, action-oriented, results-driven culture.
• Willingness and ability to work the hours necessary to complete assigned work.
• Given the hands-on nature of this position, regular, on-time attendance in-office is critical.

What Would Be Nice:

• Associate's/Bachelor's degree preferred.
• Experience in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.

What We Offer :

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Student Loan PayDown
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Emergency Back-Up Childcare Program
• Mobility Stipend

About Guidehouse

Guidehouse is an Equal Opportunity EmployerProtected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at View phone number on click.appcast.io or via email at View email address on click.appcast.io. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or View email address on click.appcast.io. Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse. Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event. Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.

If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse's Ethics Hotline. If you want to check the validity of correspondence you have received, please contact View email address on click.appcast.io. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant's dealings with unauthorized third parties.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.