Administrative Assistant
Lancesoft
Colorado Springs, CO
Job Title: Administrative Assistant
Start/End Dates: 24+ Months
Work Location: Colorado Springs CO 80907
Duties: .
1. Procurement & Logistics
- Parts & Inventory Management: Facilitate the ordering of specialized hardware, lab components, or office supplies.
- This includes tracking lead times, managing vendor relationships, and ensuring deliveries reach the correct internal teams.
- CAPEX Administration: Manage the end-to-end Capital Expenditure (CAPEX) approval workflow.
- Ensure all justification documentation is attached, track approvals through the system, and flag any delays to meet budget cycles.
2. Global Travel & Expense Management
- Comprehensive Travel Planning: Coordinate complex domestic and international itineraries, including flights, hotels, and ground transportation (e.G., Avis/rental cars).
- Manage visa requirements and ensure alignment with corporate travel policies.
- Expense Processing: Compile and submit detailed trip expense reports.
- Verify receipts against corporate card charges and reconcile accounts to ensure timely reimbursement.
- Approval Workflow: Review and route travel requests and expense reports for the broader team, ensuring all submissions meet internal audit standards before final sign-off.
3. Executive Operations & Agendas
- Calendar & Agenda Management: Proactively manage calendars to resolve conflicts.
- Prepare and distribute agendas for staff meetings, quarterly business reviews (QBRs), or technical deep dives.
- Meeting Facilitation: Record minutes, track action items to completion, and ensure the leadership team is fully briefed with necessary pre-read materials.
- Correspondence: Draft and proofread professional communications for internal announcements or external partner coordination.
4. Technical & Team Support
- Project Tracking: Assist in monitoring departmental milestones, particularly those involving cross-functional teams like Sales, Marketing, or Engineering.
- Event Coordination: Organize logistics for team-building events, customer visits, or presence at industry conferences (e.G., DesignCon).
Skills:
- Complex Itinerary Management: Skill in coordinating multi-city international trips, including buffer times for customs, ground transport, and time zone shifts.
- Expense Compliance: A "hawk-eye"for detail to ensure all submissions align with corporate audit policies to avoid reimbursement delays.
- Travel Platform Proficiency: Working knowledge of Concur
- Discretion & Diplomacy: Handling sensitive CAPEX requests or travel budgets requires a high level of confidentiality.
- Advanced Excel/Sheets: For tracking part numbers, lead times, and budget spreadsheets using pivot tables or VLOOKUPs.
- Project Management Tools: Proficiency in Microsoft Project to track team action items from meetings.
- Collaboration Suites: Profiency-level use of Microsoft 365 or Google Workspace (specifically shared calendars and complex document permissions).
Education:
- High School Diploma
- 2 year degree preferred
About the Company
Lancesoft
We are a $125 Million, NMSDC-certified Minority & Woman owned Workforce Solutions Company headquartered in the DC metro area with presence across US with global presence - Canada, Mexico, India, UK, Malaysia, Indonasia, Hongkong, Singapore, UAE. We are specialized in providing Workforce Solutions, SOW project delivery, Engineering Solutions, Creative Services. We currently support 100+ Fortune companies globally and across multiple industry segments. We are currently supporting several massive programs across industry segment nationally/globally (Intel, Ally, AMD, QUALCOMM, Morgan Stanley, Kraft/ Mondelez, MNP, Amdocs, Dell, SanDisk, Medtronic, Becton Dickinson, GE, Lockheed Martin, UTC, L-3 Communications, Caterpillar, BMW, Mercedes Benz, National Grid, Dominion, Energy Future Holdings, PSEG, 3M, Fidelity, Aetna, Humana, Johnson & Johnson, Pfizer, Merck etc).
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender, identity, national origin, disability, or protected veteran status.