Administrative Assistant in Kansas City, Missouri at ASPIS LLC

Position: Administrative Assistant I, II, III, IV

Functional Titles:

• Administrative Assistant
• Executive Assistant
• Project Coordinator
• Project Administrator
• Junior, Senior suffix/prefix may be added

Reports To: Supervisor or Manager

Location: Nationwide

Bill Rate:

• I: $35/hour
• II: $46/hour
• III: $58/hour
• IV: $71/hour

Compensation

Bonus/Award Eligible: Yes.

Benefits: Part-time No. Full-time Yes.

FLSA:

• I: No
• II: No
• III: Yes, if supervisory/management
• IV: Yes

Pay Range:

• I: $22.00-26.00/hour
• II: $27.00-33.00/hour
• III: $35.00-$41.00/hour
• IV: $43.00-$50.00/hour

Career Path

• Administrative Assistant I
• Administrative Assistant II
• Project Coordinator
• Administrative Assistant III
• Administrative Supervisor
• Project Manager
• Administrative Assistant IV
• Administrative Supervisor
• Project Manager

The position of Administrative Assistant key tasks include but are not limited to:

• Perform work on-site at designated location during scheduled hours.
• Interact positively with internal and external customers, e.g., clients, co-workers and associates.
• Submit weekly status report in project-defined template to Program Manager.
• Document processes in the standard operating procedures (SOP) format and contribute to and assist in maintaining the SOP handbook.
• General Office Support
• Ensure office equipment is fully functional and available for use and coordinate any repair.
• Coordinate system access request forms with necessary signatories to ensure completion.
• Maintain the email distribution lists and address books.
• Coordinate the use of conference lines to ensure no overlap.
• Reception and Visitors
• Greet, escort, and assist visitors.
• Answer customer calls promptly and courteously; Direct calls and respond to inquiries.
• Scheduling and Meetings
• Use office automation software (e.g., MS Outlook) to schedule appointments and facilitate meetings.
• Coordinate resources for meetings (i.e. conference room space, teleconference numbers, video teleconference equipment, projectors/displays, internet access, etc).
• Document meeting notes and submit as requested.
• Documents and Presentations
• Support gathering and formatting information for data calls, briefings, and presentations.
• Prepare executive correspondence, reports, spreadsheets, charts, meeting agendas, meeting minutes, action items, memos, technical documentation and presentations.
• Ensure produced documents are free of spelling/grammar/formatting errors and factual inaccuracies.
• Tasks and Assignments
• Track tasks to completion.
• Provide reminders about critical meetings and action items.
• Notify and prioritize time-sensitive items requiring response within 48 hours (positive contact and automated flag reminders).
• Effectively infer task prioritization based on organizational priorities.
• Execute process workflows.
• Advise on the potential benefits/uses of automation to improve the efficiency of administrative support or program operations.
• Perform other duties as assigned.

Aspis, LLC, is in search of an Administrative Assistant (Admin) who will work directly with our client at their site supporting multiple executives. The ideal candidate is personally organized and exemplifies a high level of professionalism in all ways. The Administrative Assistant must demonstrate pro-activeness and initiative. The successful candidate needs to be comfortable working in a high-pace environment with frequently changing/evolving tasks and goals. Outstanding attention to detail and excellent communication skills are as critical as building effective relationships. This position provides support and assistance to executives that ensure effective use of time and productive interactions with staff and the public. It handles a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and management roles. It is responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others. It handles confidential information and communications. It requires full comprehension and execution of company's operation and procedures. It uses discretion and judgement and knowledge of organization to facilitate the executive's activities. It works independently within established procedures associated with the specific job function. It receives and interprets feedback to enhance and improve performance of job duties. Specific tasks may include:

Preparation and Organization

• Preparing materials for reading in advance of scheduled meetings.
• Identifying conflicts and developing solutions to resolve.
• Prioritizing meetings and competing priorities based on provided procedures and feedback.

Calendar Management

• Handling schedules for executives and other senior leaders.

Office Support

• Answering telephone and triaging calls based on provided procedures and feedback.
• Ensuring that telephone messages and written correspondence are reviewed daily and that urgent requests are prioritized and dealt with appropriately.
• Receive guests visiting in person including greeting them in the lobby, assisting in building passes, and providing internet access information.
• Arranging, testing and configuring all audiovisual (AV) and technical equipment needed for key meetings before the meeting starts; ensuring that the meeting rooms are ready for meetings so that they are able to start on time with minimum disruption.

Documentation

• Creating detailed notes and documents for key meetings (MS Word).
• Building spreadsheets and workbooks (MS Excel) where required.
• Developing presentation materials for key meetings (MS PowerPoint).

Travel Management

• Scheduling, booking and arranging travel within budget guidelines.
• Provide monitoring and tracking of expenditure on travel by ensuring that monthly travel requests and spend are in line with budgeted forecasts. Ensuring that travel details are accurately recorded in the tracking systems.
• Other duties may be assigned

Qualifications:

Education:

• I: Associates degree or higher preferred
• II: Associates degree or higher preferred
• III: Associates degree required, Bachelor’s degree or higher preferred
• IV: Associates degree required, Bachelor’s degree or higher preferred

Experience:

• I: 0-2 years
• II: 2-5 years
• III: 5-10 years
• IV: 10+ years

Required Skills/Qualifications:

• Experience in an office environment.
• Ability to work at a fast pace with shifting priorities.
• Strong schedule management, deconflicting and prioritization skills.
• Strong organizational skills.
• Ability to infer priorities utilizing contextual information and organizational goals.
• Highly proficient with Microsoft Outlook, Word, Excel, and PowerPoint.
• Exceptional written, verbal, and interpersonal communication skills with the ability to communicate succinctly and with minimal direction.
• High levels of integrity and discretion.
• Must pass background investigation.

Desired Skills/Qualifications:

• Strong analytical skills and demonstrated ability/confidence to drive processes creation and improvement.
• Experience assisting an executive in the Federal Government (GS-15 and above)
• Ability to present financial information and technical data in a way that is quickly understood by the audience.

Requirements

Administrative Assistant I provides administrative support in a variety of functions to an individual, team, department, or other group in an organization. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Being an Administrative Assistant I responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Additionally, Administrative Assistant I has basic word processing, spreadsheet and graphics software skills. Requires a high school diploma. Typically reports to a supervisor or manager. The Administrative Assistant I possesses a moderate understanding of general aspects of the job. Works under the close direction of senior personnel in the functional area.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, disability, protected veteran status, or any other characteristic protected by law. We will consider for employment qualified applicants with criminal histories consistent with applicable law.