Administrative Assistant 3

Job Description

Job Description

We are looking for an experienced Administrative Assistant 3 to support daily office operations and provide high-level administrative assistance in Madison, Wisconsin. This Long-term Contract position is ideal for someone who can manage competing priorities, communicate professionally with a wide range of stakeholders, and maintain accurate records in a fast-paced environment. The role will contribute to efficient business operations through document preparation, meeting coordination, information handling, and general administrative support.

Responsibilities:
• Coordinate day-to-day administrative activities, including managing office supply inventories, organizing files, and supporting routine clerical workflows.
• Create and format business documents such as correspondence, summaries, invoices, reports, and presentation materials with a high degree of accuracy.
• Maintain organized recordkeeping systems by storing, updating, and retrieving company documents, reports, and other important materials.
• Review incoming communications and documentation, assess priority, and route information to the appropriate individuals or teams.
• Schedule meetings and prepare supporting materials, including agendas, logistics, and follow-up documentation for leadership and committee sessions.
• Assist with basic bookkeeping and administrative tracking to support operational and financial documentation needs.
• Respond to internal and external inquiries with professionalism while helping ensure smooth communication across the office.
• Provide administrative support to senior leaders by handling sensitive information with discretion and strong attention to detail.• High school diploma or equivalent required.
• 5-7 years of administrative support experience, preferably in roles supporting executives or senior leadership.
• Strong written and verbal communication skills with the ability to interact professionally across all levels of an organization.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Demonstrated ability to manage multiple assignments independently while meeting deadlines.
• Experience handling confidential information with sound judgment and strong organizational skills.
• Background in records management, clerical support, document preparation, and meeting coordination.
• Customer service mindset with effective interpersonal skills and the ability to provide guidance or basic mentorship when needed.