Job Summary:
The Administrative Assistant serves as a critical extension of the General Services function, supporting day-to-day operations that enable a secure, efficient, and highly coordinated workplace environment. This role goes beyond traditional administrative support by driving execution across events, expense and travel coordination, vendor engagement, and internal service delivery.

The position plays a key role in maintaining operational discipline, ensuring alignment with company policies, and supporting cross-functional collaboration across departments including Finance, HR, IT, Security, and Facilities. The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, high-visibility environment.

This role reports to the General Services Manager and operates within a centralized administrative support model.

Essential Duties / Functions

1. Office Administration and Admin Support
o Maintain a highly organized and professional office environment aligned with company standards and expectations.
o Serve as a central point of coordination for administrative requests, ensuring timely and accurate responses.
o Draft, format, and manage professional communications, reports, presentations, and tracking tools with a high degree of accuracy and polish.
o Support calendar coordination and meeting logistics, including room reservations, materials preparation, and stakeholder alignment.
o Assist with document management and recordkeeping in alignment with internal governance practices.
o Support intake and tracking of requests through established tools (e.g., shared mailboxes, forms, ticketing systems).

2. Event and Meeting Coordination (End-to-End Execution)
o Plan and execute internal meetings and events from intake through closeout, including logistics, catering, room setup, and communications.
o Coordinate with vendors and internal stakeholders to ensure seamless delivery and alignment with expectations.
o Manage event budgets, approvals, and financial tracking.
o Support consistent execution across locations and ensure adherence to company standards.
o Capture lessons learned and feedback to continuously improve event delivery.

3. Travel Coordination and Support
o Coordinate domestic and international travel arrangements, ensuring alignment with company policies and cost controls.
o Support travel approvals, itinerary management, and troubleshooting.
o Assist with post-travel expense reconciliation and documentation.

4. Expense, Procurement and Financial Coordination
o Prepare and submit expense reports in compliance with company policies (AmEx, Concur, SAP), ensuring accuracy and proper documentation.
o Track and monitor expenses against budgets, WBS elements, and cost centers.
o Support procurement processes, including requisition creation, vendor coordination, and invoice tracking.
o Coordinate with Finance to ensure timely and accurate vendor payments and resolve discrepancies.
o Maintain organized records of receipts, invoices, and supporting documentation for audit readiness.

5. Vendor and Stakeholder Coordination
o Serve as a liaison between internal teams and external vendors, ensuring clear communication and accountability.
o Maintain awareness of active vendors, services, and points of contact.
o Support vendor onboarding documentation and coordination as needed.

6. Risk Awareness and Operational Controls
o Maintain a high level of awareness around company procedures, security practices, and fraud risks.
o Ensure adherence to internal processes related to access, approvals, and financial controls.
o Escalate issues, inconsistencies, or risks as appropriate.

7. Special Projects and Continuous Improvement
o Support General Services initiatives, including process improvements, reporting enhancements, and operational efficiencies.
o Assist in developing tools, templates, and tracking mechanisms to improve team effectiveness.
o Contribute to a culture of continuous improvement and service excellence.

Minimum Requirements:
• Associate’s degree
• 3+ years of Administrative Assistance experience
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• High attention to detail with a strong focus on accuracy and follow-through.
• Demonstrated ability to operate with discretion and handle confidential information.
• Strong interpersonal skills with the ability to work across all levels of the organization.
• Proactive mindset with the ability to anticipate needs and solve problems independently.
• Experience with expense management systems (e.g., Concur, SAP) preferred.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook); experience with SharePoint or intake systems is a plus.
• Ability to navigate ambiguity and operate effectively in a fast-paced, evolving environment.
 
 
About INSPYR Solutions
Technology is our focus and quality is our commitment. As a national expert in delivering flexible technology and talent solutions, we strategically align industry and technical expertise with our clients' business objectives and cultural needs. Our solutions are tailored to each client and include a wide variety of professional services, project, and talent solutions. By always striving for excellence and focusing on the human aspect of our business, we work seamlessly with our talent and clients to match the right solutions to the right opportunities. Learn more about us at inspyrsolutions.com.

INSPYR Solutions provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, INSPYR Solutions complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
 

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