Administrative Asst 3 4P/271

Administrative Assistant – (Part-Time)

Location: Birmingham, AL

Work Schedule: 20–30 hours/week

Position Summary:

We are seeking a proactive and detail-oriented Administrative Assistant to support the Strategic Initiatives & Events team. This role involves managing a variety of administrative and logistical functions including scheduling, travel arrangements, event support, and day-to-day office coordination. The ideal candidate is a self-starter, capable of operating independently, managing multiple priorities, and contributing to a fast-paced and collaborative team environment.

Key Responsibilities:

• Provide administrative support to a team of five, including:

  • Processing expense reports and timekeeping entries.

  • Scheduling and coordinating internal and external meetings.

• Make travel arrangements and prepare related documentation as needed.

• Order, stock, and maintain breakroom, conference room, and office supplies.

• Sort and distribute mail to team members on a regular basis.

• Assist in the planning and execution of internal and external events:

  • Provide logistical and operational support.

  • Organize promotional materials (e.g., moving/sorting boxes, using step ladders).

• Learn and support the use of the event registration system:

  • Create basic event websites.

  • Monitor registrations and pull basic reports.

  • Respond to participant questions and troubleshoot issues.

Qualifications:

• Technical Proficiency:

  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, etc.)

  • Familiarity with Oracle systems preferred.

• Skills & Attributes:

  • Strong written and verbal communication; attention to grammar, punctuation, and spelling is essential.

  • Ability to manage multiple tasks in a high-volume, fast-paced environment.

  • Demonstrates discretion in handling sensitive and confidential information.

  • Strong organizational and time management abilities.

  • Self-motivated, resourceful, and dependable with a team-oriented mindset.

  • Proactive in anticipating team needs and addressing them effectively.

Work Environment:

• Primarily office-based with a hybrid work arrangement.

• Must be able to lift and move boxes, use step ladders, and perform physical tasks related to event setup and material organization.

• Must be comfortable communicating via multiple channels, including in-person, phone, email, text, and Microsoft Teams.