Administrative Assistant II

This role requires flexibility, strong organizational skills, sound judgment, and the ability to manage competing priorities while supporting multiple departments, leaders, and project teams across a wide range of administrative functions and special projects. The individual will play a key role in maintaining consistent support, coordinating departmental activities, and effectively managing sensitive business and personnel matters.

Duration: 12 months, possibility of extension
Pay: $19 hourly

Job Description:

• The Administrative Assistant II provides high-level administrative support across the Technology Community.
• Work assignments will vary across departments based off need.
• This role requires flexibility, strong organizational skills, sound judgment, and the ability to manage competing priorities while supporting multiple departments, leaders, and project teams across a wide range of administrative functions and special projects.
• The individual will play a key role in maintaining consistent support, coordinating departmental activities, and effectively managing sensitive business and personnel matters.

Day to Day Responsibilities:

• Serve as primary administrative support for designated staff and project teams, including calendar management, meeting coordination, onboarding assistance, and employee morale initiatives.
• Handle confidential and sensitive information with a high degree of discretion and professionalism.
• Ensure office coverage during business hours and after hours when required.
• Work effectively with other admins within the department and division to provide optimal support and backup coverage when needed.
• Manage domestic and international travel arrangements, including shuttle coordination, Concur, and Client.
• Manage and process expense reports using Concur.
• Initiate and manage purchase order processes and procedures through the use of PeopleSoft.
• Maintain and order office supplies, as needed.
• Plan and manage logistics for department events, meetings, and customer visits in collaboration with the SP Events team.
• Coordinate new hire onboarding activities, including IT requests, e-TAD facilitation, and space requirements for the Directorate.
• Manage monthly e-TADs by sending reminders, overseeing account management, and ensuring timely updates.
• Serve as department SPITS Coordinator, as needed.
• Prepare presentations, spreadsheets, graphs, and Power BI reports as requested using appropriate software and technical skills.
• Update and maintain SharePoint and MS Teams sites.
• Provide Department Archive Record Management (DARM) support, including audit assistance, expertise sharing, and accurate recordkeeping.
• Coordinate domestic and international shipping and receiving requests.
• Assist managers with special projects and other needs as requested.

Education & Experience Requirements:

• AAS Degree in Business Administration and or 3+ years of related administrative experience, preferably in a corporate environment
• Administrative experience with strong technical computer and software skills

Required Skills:

• Organizational Skills: Highly organized with strong attention to detail and the ability to prioritize tasks effectively.
• Communication Skills: Excellent written and verbal communication skills; comfortable interacting with all levels of internal and external customers.
• Confidentiality: Exercise high discretion and integrity when handling sensitive or confidential information.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Problem-Solving: Strong decision-making and problem-solving skills, with the ability to adapt to changing priorities and deadlines.
• Customer Service: Professional, approachable, and customer-focused; proven ability to work collaboratively within a team and build relationships.
• Self-Motivation: A self-starter who works productively and independently with minimal supervision.

Desired Skills:

• Experience with PeopleSoft and Concur
• Eagerness to take on additional responsibilities.
• Flexibility to adapt to different teams, organizations, and projects.
• Establish, grow, and maintain positive working relationships with both internal and external customers.
• Strong work ethic, high degree of commitment and initiative.
• Disciplined and rigorous, customer-focused orientated.
• Work effectively both as a team player and an individual performer.
• Ability to build and maintain strong relationships with internal customer base.
• Previous experience with client’s systems and process