Administrative Assistant at Ultimate Staffing Services in Herndon, Virginia

Job Description:

The Administrative Assistant will work as a team member to provide a full range of administrative support for both Senior Managers and Office team. Duties require accuracy, a high degree of initiative, exceptional organizational skills, discretion, and teamwork.



ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may


be assigned as needed:


• Prepare cooperative mailings, copying, folding and mailing materials from the office with the support of the Administrative Department.


• Cover the phone calls daily for receptionist breaks and forward messages and calls to the correct department.


• Travel coordination.


o Event planning, including:


o Building registration trackers.


o Coordinate location/venues/hotels/travel/catering.


o Manage registration process on-site.


• Create and maintain various spreadsheets using Excel to track and/or update information.


• Collect, review, and distribute mail, faxes, etc., as appropriate.


• May handle highly sensitive and business proprietary information and confidential documents.


• Collaborate with Administration Team for monthly employee appreciation days, office supply management and organization.


• Maintain Outlook electronic calendar for events.


• Provide excellent level of customer service within and outside of the organization.


• As reporting to the Executive Assistant, you will provide some assistance with items as directed.


• Help coordinate and organize member and staff meetings (on and off site); arrange for conference rooms, equipment, and catering.



QUALIFICATIONS



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



EDUCATION and/or EXPERIENCE



* High school diploma or GED.


* Must have a minimum of two years of office administrative experience, obtained within the past 5 Years


* At least six months of travel coordination experience


* At least six months of SAP Concur expense reporting experience



OTHER SKILLS AND ABILITIES



* Must be dependable, present a professional appearance, and communicate effectively.


* Excellent phone skills (will handle up to four phone lines).


* Must be able to demonstrate intermediate proficiency using Microsoft Excel, Word, Outlook, and PowerPoint.


* Self-motivated, ability to work independently with minimal direction.


* Must be able to work effectively in an extremely fast paced, high energy environment.


* Must be flexible and willing to take on unexpected and/or unanticipated assignments as needed.


* Minimal supervision provided; considerable individual judgement and initiative required.


* Ability to maintain confidentiality.


* Must have excellent communication skills, including written and verbal communication skills, including spelling, grammar, and punctuation.


* Must be able to independently anticipate problems, changing priorities, and alert management in a timely manner.


* Must be proficient in event planning and/or meeting planning skills.


* Must have excellent active listening skills.


* Must be willing to take on new challenges and maintain a positive working relationship with a variety of staff members, company clients, and other visitors to the business.



CERTIFICATES, LICENSES, REGISTRATIONS



Driver's license


All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.