Administrative Assistant III

Description

General

Summary:

Serve as a shared administrative resource supporting two departments, balancing competing priorities while maintaining accuracy and efficiency. Ideal candidate will provide high-level administrative support requiring exceptional attention to detail and strong organizational skills.

Duties and Responsibilities:

* Accurately enter, update, and maintain data across multiple internal systems, ensuring real-time status visibility and data integrity.

* Monitor workflows and proactively track deadlines to ensure time-sensitive deliverables are completed accurately and on schedule.

* Generate, analyze, and distribute reports using internal databases and reporting tools.

* Cross-reference data between systems to identify discrepancies and resolve inconsistencies.

* Prioritize and seamlessly transition between multiple tasks without loss of accuracy or momentum.

* Support departmental coordination by tracking action items, following up on open items, and ensuring closure.

* Maintain organized digital records and documentation to support audit readiness and operational transparency.

* Collaborate with cross-functional teams to obtain necessary information and ensure timely updates. Prepares complex correspondence, reports, forms, and documents.

* Support our internal customers with a spirit of excellence by asking questions for clarity, helping to direct them when they are unsure of processes, and assisting them in obtaining information in unfamiliar circumstances.

Requirements

* Advanced proficiency in Microsoft Office Suite:

* Excel (pivot tables, VLOOKUP/XLOOKUP, data validation, basic formulas, sorting/filtering large datasets)

* Word (document formatting, templates, tracked changes)

* Outlook (calendar management, shared inboxes, scheduling across teams)

* Comfort learning new proprietary systems quickly.

* Strong data entry skills with emphasis on accuracy and speed.

* Experience pulling and generating standard and ad hoc reports.

* Familiarity with shared drives, document management systems, and file version control.

* Communicating effectively, written/verbal, to various internal and external audiences.

* Comfortable working under strict deadlines with measurable deliverables.

* Effective organizational and task-tracking methods.

* Experience managing competing priorities from multiple stakeholders.

* Ability to identify inefficiencies and recommend improvements.

Ideal Candidate Traits:

* Thrives in structured, process-driven environments.

* Comfortable shifting priorities throughout the day while maintaining composure and precision.

* Naturally inquisitive - asks clarifying questions to ensure accuracy.

* Takes ownership of deliverables and follows through to completion.

* Discreet and trustworthy with sensitive or confidential information.

Educational / Experience Requirements:

High School Diploma or equivalent. 3 or more years general office experience.

Preference given to those with job costing familiarity, RFP process knowledge, and billing or pay application history.