Administrative Assistant

We are looking for an Administrative Assistant to support our Operations and Resource Management team. This is a fast-paced role responsible for managing the daily operations, supporting client teams, and ensuring that tasks are completed efficiently and effectively.

Key Responsibilities:

• Manage the setup and ongoing maintenance of vendor partners within our vendor management system.
• Collaborate with the Accounts Payable team to ensure that vendor invoices are processed and paid on time.
• Assist with contract preparation, invoice processing, and time entry for freelancers.
• Work with Team Leads and Finance to maintain an up-to-date tools tracker, including current team tools, subscriptions, contract renewals, and new tool requests.
• Serve as a subject matter expert and training resource for Accounts Payable and Resource Management processes within the agency.
• Review weekly missing time reports and follow up on discrepancies.
• Help consolidate resource management data for monthly and quarterly utilization reports.
• Run financial queries and assist with special projects as assigned.

Requirements:

• At least 2 years of administrative or finance experience in a professional, collaborative environment, preferably within the professional services industry.
• Strong sense of urgency with the ability to prioritize and re-prioritize tasks throughout the day.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and internet search.
• Experience with financial systems, including Accounts Payable, time tracking, and reporting.
• Proficiency in Excel is expected, and training will be provided to develop advanced Excel skills.
• Exceptional time management and organizational skills, with the ability to manage multiple projects from start to finish.
• A service-oriented mindset with a true desire to help others and a professional approach in all interactions.

Compensation:

• Salary range: $60,000 - $94,000 per year, depending on factors such as education, experience, skills, and geographic location. The position also includes benefits such as annual bonuses, Paid Time Off, and region-specific perks.