Administrative Assistant

Administrative Assistant

Addison Group is partnering with our client to hire a highly organized and professional Administrative Assistant. This position supports both business operations and facilities functions, requiring strong multitasking abilities, attention to detail, and excellent communication skills.

Key Responsibilities

Office & Administrative Support

• Provide day-to-day administrative assistance including calendar management, document creation, and internal communications
• Welcome and assist visitors, vendors, and stakeholders in a polished and professional manner
• Support financial processes such as invoice coordination, purchase order tracking, and maintaining accurate records
• Assist with expense tracking and budget-related documentation
• Prepare reports, spreadsheets, and presentation materials for leadership as needed

Facilities & Operations Support

• Offer administrative support to the facilities team, including scheduling and maintaining project documentation
• Monitor and track maintenance requests, service tickets, and preventative maintenance activities
• Maintain organized records for inspections, equipment servicing, and compliance requirements
• Utilize facilities and work order management systems to track and update requests
• Assist with sourcing and ordering supplies, materials, and equipment for operations
• Coordinate travel arrangements for team members and vendors when required
• Support documentation and communication related to ongoing projects and operational initiatives
• Assist with departmental budgeting tasks, including preparing purchase orders for approval

Cross-Functional Support

• Act as a central point of coordination between departments to ensure smooth daily operations
• Oversee general office needs such as mail distribution, supply inventory, and equipment upkeep
• Manage shared calendars, schedule meetings, and prepare meeting materials
• Record meeting notes and track action items for follow-up
• Handle sensitive information with a high degree of confidentiality and professionalism
• Provide logistical support for meetings, events, and special projects
• Coordinate travel arrangements, including research, booking, and itinerary preparation
• Identify opportunities to improve administrative processes and increase efficiency
• Perform additional duties as needed to support organizational goals

Qualifications

• High school diploma required; some college coursework preferred
• 35 years of administrative experience, ideally supporting operations, finance, or facilities teams
• Experience working with leadership teams in a professional environment
• Background in education or similar environments is a plus
• Bilingual in English and Spanish is a plus
• Strong customer service mindset with the ability to build trust and handle requests efficiently
• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint); familiarity with accounting or facilities systems is a plus
• Excellent organizational, multitasking, and time management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities and meet deadlines in a fast-paced setting
• Professional, team-oriented approach with strong interpersonal skills
• Proven ability to handle confidential information with discretion
• Self-starter who can work independently and adapt to changing priorities

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.