Administrative Assistant

Responsibilities
Potential responsibilities may include, but are not limited to:

Invoice and Purchase Order Management

• Review supplier documentation, create purchase orders and manage invoices promptly and accurately. As needed, process manual invoices and submit expedited payment requests.
• Maintain organized records within team financial tracking tools, as well as supplier relationship records, and create reports as needed.
• Liaise with suppliers and internal departments to resolve any discrepancies or issues related to invoices and payments. Includes new supplier onboarding into purchasing platform.

Event Planning Support

• Work with business leads to manage small-event registrations, including processing payments, show services orders, Certificate of Insurance (COI)/Commercial General Liability Insurance (CGL), communicating with attendees and event organizers.
• Coordinate hotel room bookings for stakeholders attending events, ensuring timely reservations and accurate information.
• Manage badge registration process for events, handling registration requests efficiently and accurately.
• Communicate with event organizers and stakeholders to gather necessary information and ensure smooth registration and accommodation processes.

Exceptional Service and Communication

• Provide exceptional client service, addressing concerns and inquiries with professionalism and efficiency.
• Follow up diligently on owned and assigned tasks, invoices, and requests to ensure timely resolution.
• Maintain open lines of communication with internal teams, vendors, and stakeholders, providing proactive updates and responding promptly to inquiries.

Sponsorship Program and Team Administration

• Shepherd sponsorship requests through appropriate reviews in online system, provide guidance to colleagues on appropriate procedures, respond to stakeholder needs, prepare reports, and maintain related resources.
• Prepare and follow-up on materials and reports for ongoing team processes, such as weekly database submissions tracking, entry and follow-up; and monthly meeting and quarterly report information gathering and follow-up.
• Assist team leaders and members with preparing documentation, reports and filing, as well as with travel, scheduling and in-person meeting planning, as requested.

We're Looking for Someone Who:

• Has organizational savvy, can maintain confidentiality and is good navigating people and priorities.
• Is a hands-on problem solver that is resourceful and proactive, with a continuous improvement mindset and a positive attitude.
• Is excellent at listening, organizational and time management skills with an attention to detail and follow-up.
• Is mature, has a professional demeanor and personal discretion to interact with business leaders.
• Possesses independent decision-making and problem-solving skills with the ability to develop solutions in a logical and systematic way.
• Has excellent communication and listening skills, with emphasis on writing succinctly and effectively.

Qualifications:

• Prior office experience, including at least 2 years of administrative assistant experience; Associates or higher degree preferred
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent attention to detail and accuracy in data entry and record-keeping.
• Exceptional communication skills, both written and verbal.
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint, Teams and SharePoint), as well as other applications within a Windows-based environment.
• Experience with Coupa and Adobe products, a plus.
• Ability to work effectively both independently and as part of a team.
• Prior experience in event coordination or hospitality management is a plus.
• Demonstrated commitment to providing high-quality client service.

Job Type: Contract

Pay: Up to $18.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: On the road

Salary : $18