Administrative Assistant

The Administrative Assistant is responsible for performing a wide range of administrative tasks to support and ensure smooth operations of the Information Technology department. This position provides critical administrative and operational support with a strong focus on budgeting, expense management, billing coordination, and office logistics. This role supports leadership and team members by ensuring financial processes run smoothly while also managing day-to-day administrative needs such as travel coordination, event support, and supply ordering.

CORE RESPONSIBILITIES:

(Specific responsibilities may vary by department and/or manager)
Financial & Administrative Support

* Assist with budgeting and annual expense forecasting activities, including collecting data, tracking expenses, and maintaining reports

* Prepare and submit expense reports, ensuring accuracy and compliance with company policies

* Support the billing and invoicing processes, including tracking, follow-ups, and coordination with internal and external stakeholders

* Maintain organized financial and administrative records
Office & Operations Coordination

* Coordinate and arrange luncheons, meetings, and small events, including catering and logistics

* Order office supplies and manage inventory to ensure smooth office operations

* Arrange travel, including flights, lodging, transportation, and itineraries

* Provide general administrative support such as scheduling, correspondence, and document preparation
Communication & Collaboration

* Serve as a point of contact for administrative and operational inquiries

* Collaborate with finance, operations, and leadership teams to support timely and accurate reporting

* Communicate professionally with vendors, internal teams, and service providers

* Demonstrate the highest standards of personal and professional integrity, adheres to company's policies and procedures, and complies with applicable laws, government rules and regulations.

* Other duties as assigned.

QUALIFICATIONS:

Education:

* This position requires a high school diploma, GED or equivalent professional knowledge and/or work experience.

Experience:

* This position typically requires over 2 years up to 5 years of prior professional administrative experience in a general office environment.

Skills:

* Excellent organization and time management skills

* Attention to detail and accuracy in all tasks

* Ability to multitask and prioritize tasks effectively

* Positive, action-oriented attitude and professional demeanor

* Exceptional written and verbal communication skills

* Ability to thrive in a collaborative team environment

* Intermediate skills in Excel, Word, PowerPoint and Outlook are preferred for this position.

* Advanced skills in Adobe Acrobat are preferred for this position.

* Keyboarding skills are required for this position.