Administrative Assistant

• Manage the Head of P&A’s calendar with precision
• Coordinate all travel logistics, itineraries, and trip preparation
• Screen and triage incoming communications, flagging priority items
• Prepare expense reports and manage administrative processes
• Organize and coordinate internal and external meetings
• Track and manage project timelines, deliverables, and action items across initiatives
• Build and maintain project tracking systems
• Coordinate logistics for cross-functional workstreams
• Compile and format project status reports and stakeholder updates
• Monitor project and scheduling risks, flagging conflicts or blockers early
• Maintain continuity in the Head of P&A’s office during travel or high-demand periods
• Compile, format, and edit presentations, briefings, and correspondence
• Maintain the Head of P&A’s operational rhythm
• Act as the logistical point of contact between the Head of P&A’s office and internal teams
• Own the logistical preparation for leadership and segment meetings

Executive Administrative Assistant

• Manage daily calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last-minute changes.
• Develop strategies unique to each Executives’ needs in order to maximize efficiency and clearly communicate priorities
• Identify upcoming conflicts and key players to assess coverage and communication strategies
• Advocate for your Executive’s availability across the enterprise to gate-keep internal scheduling
• Know the status of active deals to anticipate upcoming client and team needs
• Arrange meetings and events by sending invitations; in addition to reserving meeting rooms, catering, audio/video, and other services as needed
• Understand business nuances of in-person meetings, including: invite formatting, guest registration, compliance protocols and on-site meeting flow
• Drive key team events (all-hands meeting, conferences, ordering supplies and social events) and their corresponding pieces
• Facilitate venue sourcing, contracting and event execution while building industry relationships to leverage for future events
• Be a living resource by cultivating relationships across the Enterprise with various subject matter experts to provide your team with quick and accurate answers
• Coordinate travel arrangements for your team and broader deal teams with respect to your client’s parameters, and their overall spend
• Be accessible for changes and address them swiftly and calmly via Capital One’s approved channels factoring in travel exceptions and policies
• Provide innovative problem-solving alternatives
• Prepare and process expense reports in a timely manner with appropriate coding and comments based on client and general business needs
• Serve as a role model for all other administrative professionals by maintaining the highest levels of customer service externally and internally across the entire organization
• Perform general administrative tasks for day-to-day operations, including shipping, document preparation, facilitating ad-hoc projects and handling novel issues
• Communicate clearly, concisely and professionally with clients and their support staff
• Cultivate relationships with external administrative teams to easily facilitate future business needs
• Know the life cycle of a deal within our business to effectively prioritize clients when scheduling meetings
• Establish yourself as both a gatekeeper and a main point of contact for your team through your communications and relationship cultivation
• Organize Management Presentations in various geographies, inclusive of all surrounding travel or dining logistics
• Identify mutually convenient locations for client and prospect travel before sourcing appropriate venues factoring in discretion, meeting needs and accessibility
• Provide travel assistance, as needed, for external parties
• Coordinate all catering, audiovisual, rooming and private dining contracts, and run-of-show items ahead of time to provide a seamless experience
• Process relevant charges in a timely manner to provide clients with an accurate picture of their all-in spend and reinforce Capital One’s integrity as a business partner
• Be an effective partner in planning collaborative events at relevant conferences, or as business development opportunities, and demonstrate willingness to navigate relationship nuances in the process
• Facilitate celebratory activities and arrangements for clients at the close of transactions through sourcing various experiences and facilitating the venue and dining contracts, transportation logistics, and general travel arrangements.

Senior Administrative Assistant, Administrative Support Assistant III

• Provides a broad variety of administrative and staff support services for an assigned group or manager
• Collects and interprets data to produce reports
• Conducts special projects
• Coordinates meetings, conferences, presentations and travel arrangements
• Composes correspondence and other documentation as needed
• Frequently uses personal computer software packages for word processing, graphics, spread sheets, etc.

Executive Administrative Assistant – Small Business Banking

• Provides a broad range of administrative and operational support to assigned managers and the mortgage team, including direct support to a Regional Manager
• Responsibilities include coordinating meetings, presentations, and travel arrangements; composing correspondence and maintaining documentation; and supporting special projects as needed
• Collects and interprets data to produce reports and routinely utilizes Microsoft Office tools, including Excel for formatting, filtering, and formula-based tracking, and PowerPoint for creating professional presentations
• Plays a key role in supporting recruiting and onboarding activities, assisting with candidate coordination, new hire processes, and related administrative tasks to ensure a seamless experience
• Expected to manage multiple requests simultaneously, prioritize tasks effectively, and meet established deadlines while proactively seeking clarification when priorities or timelines are unclear

Mortgage Administrative Assistant

• Provide administrative and clerical support to field personnel and act as a liaison between corporate office and job sites
• Promptly answer the phone, distribute incoming and outgoing mail, enter time into Heavy Jobs, order office supplies, set up and oversee FedEx/UPS shipments
• Assist Field Supervision and corporate staff in collecting data on rental equipment, licensing for on-road vehicles, tracking “idling time” of equipment
• Keys timecards and enters employee changes and equipment code updates into timecard software daily
• Assists site supervision with completing and submitting employee documents & ensures employee orientation packets, training programs, and employee handbooks are in supply

Project Administrative Assistant – Solar & Wind

• Supporting Area Vice President including calendar management, scheduling, report generation/management, travel support, and general administrative assistance.
• Additional administrative support to the assigned area sales team.
• Troubleshoot IT and compliance concerns including but limited to expense and travel issues while ensuring the teams are operating within corporate policy.
• Process multiple tasks for onboarding, offboarding and transfer of employees.
• Coordinate meetings and submit tradeshow/convention coverage requests in alignment with compliance policies.
• Manage Outlook distribution lists and sales rosters.
• Handle special project requests.

Regional Administrative Coordinator

• This position is responsible for but not limited to providing administrative and Human Resources support, including correspondence, filing, mail distribution, upkeep of records, onboarding new employees and coordination of schedules and/or meetings.
• Oversee the operation of office machines such as copier/fax, phone and mail machine and computer equipment.
• Monitor and track temporary employee attendance, ensure accurate timesheet entry, and support temp payroll processing.

• This position is responsible for but not limited to providing administrative and Human Resources support, including correspondence, filing, mail distribution, upkeep of records, onboarding new employees and coordination of schedules and/or meetings.
• This role will also assist HR functions such as new hire training, onboarding, tracking temporary employees' attendance, timesheet upkeep for temps, and processing temp payroll.
• Purchasing and receiving of MRO parts.
• Closes operational job tickets within our ERP system.
• Maintain confidentiality of correspondence, documents, discussions, meetings and telephone calls.
• Oversee the operation of office machines such as copier/fax, phone and mail machine and computer equipment.
• Design and edit drafts of correspondence, reports, forms, charts, memos, and other documents as needed.
• Manage inventory of office supplies and initiate orders.
• Perform data entry for special on-going projects.
• Comply with applicable laws/regulations, as well as company policies/procedures.
• Perform daily clerical duties such as answering and screening telephone calls, taking messages, sorting and distributing incoming mail and faxes, copying and collating, and other routine duties necessary to assist senior personnel and departmental management.
• Assist in the hiring process, including new hire paperwork, coordination of new hire processes, and conducting new hire training.
• Monitor and track temporary employee attendance, ensure accurate timesheet entry, and support temp payroll processing.
• Coordinates various arrangements for applicable meetings and company events to include holiday party and summer event.
• Follows all safety policies and procedures including use of safety equipment (PPE) and equipment safeguards.
• Perform other duties as assigned by plant management and Human Resources Manager.

• Are you looking for an opportunity to have a work and life balance and make a difference in the lives of people who have disabilities?
• Are you creative, organized, like to show initiative and have a can-do attitude?
• Provide administrative support to members of the employment services division.
• Listen-Learn-Lead: Model the mission and values of Accord, helping people to live their greatest lives.
• Provide clerical support within the Employment Services division, including scheduling of team meetings.
• Coordinate service authorizations within both service sources to facilitate smooth transitions between services in the E1MN pathway.
• Maintain working knowledge of E1MN Pathway and provide information and guidance to team members and external stakeholders.
• Work strategically with Team Leads and VRS Team Lead to manage team caseloads and inter-program transfers.
• Facilitate transportation supports - metro mobility, lost cards, recertifications, and purchase replacement cards.
• Serve as the content expert for employment services. Respond to questions of outside stakeholders.
• Manage incoming program referrals, responding within 1 business day to inquiries, reviewing for program and personnel fit.
• Prepare for, attend, and present at AR meetings, complete service authorization documentation, and assist with AR needs.
• Provide excellent customer service in all interactions.
• Complete record audits for content and quality; report issues within 1 business day to the Program Manager for follow-up.
• Document in the selected electronic health record/database system within 1 business day of completing the review.
• Meet or exceed a minimum billing standard of 80 units per month.
• As a mandated reporter, respond and report all incidents that occur while providing services to protect the health and safety of and minimize risk of harm to the person(s) supported following Accord’s policy.
• Serve as a representative of the agency and program to the people we support, our community partners and external constituents.
• Serve as a positive role model for other employees and maintain departmental confidentiality.
• Demonstrate excellent written and oral communication skills/abilities.
• Work from the office a minimum of 4 days per week unless otherwise approved by the program manager.
• Complete all training related to the position.
• Assist the Program Manager with new employee orientation and training, preparing cubicle spaces, welcome signs and materials, and reviewing all softwares and electronic platforms with new hires in their first week.
• Maintain proficiency in EHR, Microsoft Office, Google Suite, WorkForce One, and other software platforms.
• Perform other duties as required or assigned.

Administrative Coordinator

• Provide high-level administrative support to top management
• Prepare reports and recommendations for action by superior
• Manage communication, appointments, meetings, and travel arrangements
• Assist in developing and maintaining professional relationships with clients

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