Addison Group's client is looking for an Administrative Assistant to join their team in the Herndon, VA area. The ideal candidate will be responsible for event planning, travel coordination, expense reporting, customer service, and office organization while assisting the Executive Assistant as needed. In addition, you will support administrative tasks including handling mail, managing calls, maintaining spreadsheets, organizing documents, overseeing office supplies, updating calendars, and coordinating meetings. This position is on a contract to hire basis and is fully on-site with working hours of 8:30am-5pm.
Responsibilities
- Prepare and process cooperative mailings with administrative support.
- Answer phones during receptionist breaks and direct calls/messages appropriately.
- Coordinate travel arrangements as needed.
- Plan and manage events, including tracking registrations, securing venues, handling travel and catering, and overseeing on-site registration.
- Create and update spreadsheets to track essential information.
- Sort, review, and distribute mail, faxes, and other communications.
- Handle confidential and proprietary business documents securely.
- Assist with office organization, supply management, and employee appreciation activities.
- Maintain and update the Outlook calendar for events.
- Provide excellent customer service to internal and external stakeholders.
- Support the Executive Assistant with assigned tasks.
- Organize and coordinate meetings, including booking venues, arranging equipment, and managing catering.
Qualifications
- Maintain a professional appearance and demonstrate dependability.
- Communicate effectively, both verbally and in writing, with strong attention to spelling, grammar, and punctuation.
- Manage multiple phone lines with excellent phone etiquette.
- Work independently with minimal supervision, using sound judgment and initiative.
- Adapt to a fast-paced, high-energy environment while handling shifting priorities.
- Demonstrate flexibility by taking on unexpected tasks as needed.
- Maintain confidentiality of sensitive business information.
- Proactively identify potential issues, adjust to changing priorities, and notify management as necessary.
- Plan and coordinate events and meetings efficiently.
- Exhibit strong active listening skills to ensure clear and effective communication.
- Embrace new challenges and foster positive relationships with staff, clients, and visitors.
Addison Group is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.