Administrative Assistant

Administrative Assistant

Volanno is seeking a highly organized, resourceful, and proactive Administrative Assistant to support headquarters day-to-day administrative and operational needs, as well as select support functions for the executive office. This role will help keep office functions running smoothly by supporting office coordination, staff engagement logistics, inventory management, deadline tracking, and other administrative activities that contribute to an efficient and well-organized workplace. The Administrative Assistant will play an important role in maintaining operational readiness, supporting internal processes, and helping key initiatives move forward.

Responsibilities include, but are not limited to:

• Complete a monthly office inventory checklist and maintain office supplies, equipment, and inventory, including monitoring reorder cycles.
• Organize and maintain common areas and storage spaces, including conference room, basement/storage areas, and executive office spaces as needed.
• Coordinate office services and facility-related needs, including cleaners, maintenance requests, building access, and other basic headquarters support.
• Manage office maintenance, including repairs, service requests, vendor coordination, and follow-up on workplace improvements.
• Organize and maintain company photos, including conference, event, and staff engagement photos.
• Maintain records for company contacts, including partners, conference attendees, and other business relationship lists.
• Prepare packages and coordinate outbound mail and deliveries for office, conferences, equipment, staff engagement, and other business purposes.
• Order business cards and other standard office materials.
• Ensure employees properly check in and out of headquarters.
• Ensure conference materials are checked out, tracked, and returned timely.
• Support staff engagement activities by coordinating logistics such as ordering lunches for team events, including leadership lunches and internal staff gatherings.
• Assist with event setup and materials preparation, such as name badges and related support items.
• Update and maintain the company organizational chart.
• Maintain and monitor company deadlines and administrative follow-up items.
• Support certifications and registration tracking to help ensure deadlines are met.
• Maintain organized records and documentation tied to deadlines, renewals, and required submissions.
• Support management of office-related vendor accounts and ordering processes, including Verizon and FedEx shipping.
• Scan, organize, and file credit card receipts and related records.
• Coordinate travel arrangements, including hotel reservations, dinner reservations, and related logistics.
• Provide general administrative support to the executive office as needed.
• Perform other related administrative, operational, and executive office support duties as assigned, including special projects such as company vehicle insurance coordination, conference shipping, and other related support needs.

Required Background:

• High school diploma required; additional education or relevant professional experience in administrative, business, or office support functions preferred.
• At least 2 years of related experience providing administrative support in an office setting.

Required Abilities, Knowledge & Skills:

• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Superior prioritization, time management, and multitasking ability.
• Strong commitment to timely follow-up and meeting deadlines.
• Ability to work effectively in a fast-paced environment.
• Ability to follow established processes and procedures while identifying opportunities for improvement.
• Resourceful, dependable, and proactive with a positive attitude.
• Strong ability to take direction and execute tasks accurately.
• Proficiency in Microsoft Office applications.
• Comfortable learning and using technology, systems, and office equipment.
• Ability to lift and move office materials and supplies up to 30 pounds.

Company Profile

Volanno is a certified woman-owned small business headquartered in Washington, DC. As an IT solution provider, our services include custom software development, program management, and advanced data analytics. From scoping and defining to implementation and support, we are ready to support our clients' needs at any stage of development in designing and building solutions that prepare them for the future.

It is the policy of Volanno to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Volanno will provide reasonable accommodations for qualified individuals with disabilities.