Administrative Assistant

• Serve as the primary front desk representative for the Kent office, greeting employees, visitors, vendors, and guests in a professional and welcoming manner.
• Responsible for opening and closing the office each business day, ensuring the workspace is secured and prepared for employees and visitors.
• Answer and direct incoming phone calls in a professional and timely manner, providing general information.
• Provide day-to-day office support to the Kent workforce, including responding to general office needs, coordinating visitor access.
• Plan and coordinate Kent office events, engagement activities, travel, and meetings in collaboration with Human Resources and Marketing.
• Oversee current mailroom operations, including incoming and outgoing mail, package handling, and courier coordination.
• Supervise and provide day-to-day direction to the individual supporting mailroom operations.
• Coordinate office-service support for AEC deliverables, including document handling and reproduction coordination.
• Responsible for coordinating courier deliveries as needed, including transporting and delivering documents.

Office Manager

• Provides administrative support services to various areas of a fire protection branch.
• Data entry.
• Responds to general inquiries from management, employees, clients inside and outside of the company.
• Interface with vendors and various internal departments.
• Assist with special projects and research as needed.
• Assist with managing PO's, tracking orders, receiving and billing/invoices order as required.
• Performs other related duties as assigned.

Fire Administrative Associate

• Maintain calendar and coordinate scheduling
• Arrange domestic and international travel
• Coordinate special projects and events
• Process business expenses and purchase orders
• Collaborate with cross-functional Administrative & Executive Assistants

Senior Administrative Assistant

• Uploads paper medical records daily in compliance with required formats.
• Documents releases and disclosures on the Accounting of Release and Disclosure form.
• Generates and reviews reports as needed.
• Accurately enters data related to individuals served, including admissions, discharges, and medical record updates.
• Ensures adherence to billing protocols and required timeframes.
• Completes and maintains service authorization entry for individuals served by RHA as assigned.
• Provides caseload and authorization management reports as required by the Director.
• Answers telephones, greets visitors, and assists customers, including individuals served, providers, vendors, and colleagues.
• Ensures daily deposits are completed, if applicable.
• Oversees and maintains petty cash funds, ensuring proper documentation.
• Manages general building maintenance and orders office supplies.
• Participates in committees, unit meetings, and community engagements as required.

Administrative Coordinator

• Perform basic administrative duties under immediate supervision
• Prepare documents, reports, and spreadsheets
• Maintain files and calendars
• Utilize Microsoft Outlook, Excel, Word, and Powerpoint
• Communicate effectively with co-workers and customers
• Answer customer questions in a timely manner
• Actively learn department functions to assist customers

Senior Administrative Associate

• Provide comprehensive administrative and program support to staff within both offices
• Perform a variety of clerical, organizational, and coordination duties that ensure the efficient and effective operation of both offices
• Answer incoming calls, facsimiles, and e-mails
• Provide assistance to callers with information, verifications of employment, or direction to appropriate staff
• Assists in updating and maintaining the OSCA Performance Review System
• Compile documents in response to public records requests and coordinate with the Office of General Counsel on redaction
• Purchase supplies via MyFloridaMarketPlace and with the State of Florida purchasing card
• Process purchasing card expenses in WORKS within 48 hours
• Maintain office supply inventory and order items as needed
• Monitor expenditures, balances, and allotments in Florida Accounting Information Resource System (FLAIR)
• Maintain record of files and store according to Records Retention Schedule
• Prepare, proofread, and format letters, memoranda, and reports for staff

Administrative Assistant II

• Provide administrative support to our CEO and our executive team (7)
• Manage executive calendars by scheduling calls, travel, meetings, and coordinate all related arrangements
• Handle coordination and management of executive travel, group logistics, meetings and interviews
• Prepare and coordinate executive correspondence and mailings
• Use G-Suite and MS Word, PowerPoint, and Excel skills to develop documents, presentations, and reports
• Review and process all executives’ expense reports for payment in Expensify
• Supply administrative and meeting support as requested by the executive team
• Manage all office mail: sorting, opening and distributing, scanning, filing, etc. in coordination with the People Team
• Manage ordering of all office supplies, kitchen snacks, and any miscellaneous orders
• Design, manage, communicate and oversee implementation of office operations, policies, and procedures
• Evolve and improve the operational efficiency of systems and processes impacting office operations in partnership with the People Team
• Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional, and office equipment
• Liaise with all building staff and external contractors; including planning, coordinating, and managing onsite requirements
• Interface effectively with building and facilities, coordinate office maintenance, and drive issues to resolution
• Provide event support and planning, including retreats, meetings, and staff events. This includes logistical research and planning and day-of support
• Develop and maintain virtual files and organizational systems as needed or requested
• Schedule conference rooms, resolving conference room scheduling and technology issues for team
• Assist with office needs, acquiring new and disposing of old furnishings, and upkeep as needed or requested. Assist with onsite storage maintenance and upkeep. Work with vendors to direct completion of requests and maintenance needs
• Participate as needed in special projects and events
• Perform other duties as assigned

Executive Assistant / Office Manager

• performs any combination of basic clerical and administrative support tasks
• answering phones, conveying messages, opening and routing incoming mail
• preparing outgoing mail, copying, scanning, faxing and/or filing
• files and maintains departmental records
• assists the department in carrying out various programs and procedures
• may answer multiple phone lines, organizes meetings and may attend to take notes
• interacts with internal and/or external sources via email and/or telephone
• order’s office supplies as needed
• follows clearly defined procedures to complete daily tasks and responsibilities
• uses existing procedures to solve straightforward problems without the consistent need to exercise discretion
• performs all other duties as assigned by management

• Responsible for supporting Corporate Communications and Farmer Industry and Relations with a wide range of administrative and executive support related tasks
• Able to translate and anticipate requests as requirements into achievable goals and manage the process through which these objectives are met.

Administrative Assistant – Corp Comm, FIR

• Provides reception and office administration assistance for Vestas.
• Administer general business office tasks.
• Operate PBX or multiline telephone system to answer incoming calls and directs callers to appropriate personnel.
• Greet and register visitors and guests to the facility.
• Assist employees in booking domestic and international travel using the Concur on-line booking tool.
• Complete purchase order requests and expense reports that are relevant to the administration of the office.
• Maintain the facility lobby and ensure a professional appearance at all times.
• Put together presentations (PowerPoint), spreadsheets, etc., as needed.

• Supports multiple executives, ranging from Director to Managing Vice President level in a tech-savvy environment
• Acts as the gatekeeper and extension of executives, handling critical administrative tasks
• Prioritizes complex scheduling requests and adjusts to frequent last minute changes
• Handles travel arrangements and creates timely expense reports
• Drives key team activities and events to promote a fun and team-oriented work environment
• Circulates information, answers questions, and acts as a team ambassador
• Fosters strong relationships with other Administrative Assistants and teams.

Senior Administrative Assistant – Global Payment Network, PULSE

• Provide varied administrative support to multiple managers and staff.
• Support two directors calendar scheduling, expense report creation, meeting scheduling, and travel planning.
• Utilize Microsoft Outlook and Concur Expense reporting.
• Prepare presentations independently with PowerPoint.
• Train and lead routine work processes.
• Gather and summarize detailed information for responses/decisions.
• Handle multiple demands including difficult situations.
• Identify and recommend opportunities for improvement.

• Manage complex calendaring and inbox triage for the co-founders, including scheduling internal and external meetings, prioritizing requests, and maintaining clear communication on their behalf
• Coordinate travel for the Growth team, including flights, hotels, ground transportation, and itinerary management
• Support the People team with interview scheduling and logistics and execution for company events, offsites, team gatherings, and culture programming
• Own ad hoc administrative tasks across the organization including research, vendor coordination, gift purchases, and more
• Identify operational gaps and propose solutions proactively

• The Senior Legal Administrative Specialist provides operational and administrative support to the UAMS Office of General Counsel and serves as the office’s administrator for legal operations.
• This position supports the Managing Associate General Counsel, who leads the UAMS Office of General Counsel.
• Drafting, proofreading, and formatting correspondence, memoranda, presentations, and other documents on behalf of the Office.
• Managing the Managing Associate General Counsel’s calendar, correspondence, scheduling, and travel arrangements.
• Serving as the professional first point of contact for the UAMS Office of General Counsel, managing incoming calls, emails, and visitors with discretion and sound judgment.
• Coordinating meeting logistics, agendas, and supporting materials for internal and external engagements.
• Supporting the office’s adoption of AI platforms and legal technology tools.

Senior Legal Administrative Specialist

• Provide administrative support to the professional certificate programs in areas such as correspondence, emails, managing appointment calendars, taking messages; photocopying/scanning as needed.
• Coordinate and provide customer service to the Professional Certificate participants by responding to inquiries, application and registration within 24 hours and identifying long-term and scalable customer service solutions.
• Support current and new users on-boarding to the Platform, including coordination and troubleshooting as needed with the Fuller EQUIP team.
• Maintain data base management
• Organize and schedule meetings and appointments
• Assist with logistics for online and face-to-face training events and other program activities, including, but not limited to the mailing of invitations, tracking registrations/RSVPs and generating guest check-in rosters, preparation of name badges, programs, room arrangements, event set-up, and coordination of food, flowers, signs, place cards, and other necessary details.
• Coordinate and assist in all fundraising efforts for the Centro Latino: including campaigns, events and communication with donors and potential donors.
• Fostering relationships with donors, potential donors and Centro Latino alumni.
• Collaborate with the Centro Latino team to brainstorm innovative and creative ways to recruit students for the certificate programs.
• Engage and provide assistance to all certificate program participants while maintaining courtesy and overseeing their progress for retention goals.
• Improving communication and increasing problem-solving solutions by pooling knowledge and resources to identify and solve problems more effectively.
• Assist in the preparation of regularly scheduled reports
• Write letters and emails on behalf of other office staff
• In collaboration with the Recruitment Specialist, support the marketing and recruitment plan.
• Assist participants with payment processing
• Participate in weekly planning/evaluation meetings

Administrative Assistant – Professional Certificates Support

• Work closely with and provide support to two Executive Assistants who are each supporting multiple C-Suite leaders. Duties may include, but are not limited to, scheduling, filing expense reports, making travel arrangements, preparing presentations and reports, and other critical priorities.
• Assist the EAs in planning and overseeing team events that take place in North America, working with hotels, meeting venues, and restaurants.
• Prepare PowerPoint presentations, including for Veritas, the weekly all-staff meeting.
• Download and distribute the daily mail from a virtual mailbox.
• Check phone messages and distribute them as needed.
• Manage documents, meeting recordings, and data hygiene in the company drive.
• Serve as a point of contact for employee inquiries and direct requests to the appropriate resources.
• Provide limited administrative support to Senior Vice Presidents and Vice Presidents.
• Fulfill all other responsibilities as directed by the position’s manager and the Senior Director of People Operations.
• Provide occasional coverage for executive assistants during planned vacation time, short absences, or periods of high workload.

• Perform routine and non-routine administrative, clerical, and data collection tasks in accordance with established procedures
• Support consultant timekeeping administration and assist with user training
• Prepare and route budgetary memos, requests, and related documentation
• Maintain and update charge code lists, budget authorizations, and expenditure data
• Gather, compile, and organize statistical and general data into reports for internal use
• Develop, update, and maintain reports in spreadsheet, graphical, or narrative formats
• Verify data accuracy, including cross-checking supplier invoices against records
• Scan, organize, and maintain electronic and shared files
• Distribute reports and documentation as directed
• Draft correspondence and prepare general documentation as needed
• Answer and route phone calls, take messages, and respond to inquiries appropriately
• Receive, sort, and distribute incoming mail
• Maintain organized filing systems and workspace
• Collaborate with internal stakeholders to support department and organizational goals
• Perform additional administrative duties as assigned

• Schedule international and/or domestic travel with attention to detail
• Provide administrative support to ensure efficient operation of office
• Answer and direct phone calls, schedule meetings, and support visitors
• Carry out administrative duties such as filing, typing, copying, and scanning
• Write and distribute emails, memos, letters, and forms
• Develop and maintain a filing system
• Organize and schedule appointments and meetings
• Provide information by answering questions and requests

• Provide diverse and confidential administrative support, including extensive calendar management
• Support 6-8 Bands 2&3 employees with minimal indirect support for their direct reports
• Communicate and interact with all levels of the Bank of America including senior executives across other business lines and support partners
• May be involved in high-level client contact and exposure to sensitive information, and must use considerable tact, diplomacy and Judgment.
• Manage multiple objectives, projects or activities all at once
• Perform diverse, advanced and confidential administrative support functions including composing, signing and releasing routine but somewhat complex correspondence
• Proactively manage executive calendar, key deadlines, delivery commitments, routines
• Coordinate schedule for executive to maximize time and create efficiencies; proactively anticipate issues/challenges
• Phone coverage, travel scheduling for both domestic and international travel and expense processing, invoice processing where needed
• Assist in organizing and executing All Hands/Staff Meetings
• Prepare meeting minutes and related meeting documents, utilizing written and oral communication skills
• Prepare correspondence, reports, and forms for leaders, following interaction with internal and/or external customers to answer questions, research, and resolve problems

Administrative Assistant III

• Respond to requests by asking probing questions, gathering and providing information.
• Manage logistics/event planning for all leadership meetings including selecting venues, food, coordinating development of schedules, and providing on-site meeting support.
• Schedule and manage business travel logistics and ensure leader has necessary documentation for travel (Domestic/international).
• Manage multiple documents including composing, modifying, and proofreading (i.e. memos/letters, reports, PowerPoint presentations, SharePoint updates, surveys, organizational charts, or records management.
• Task and project management may include (but not limited to) managing invites, coordinating presentation content and handouts, transcribing/recording meeting notes, capturing action items, takeaways, recording audio when necessary, facilitating online questions from participants during meetings, troubleshooting technical and logistical issues, and organizing follow up activities.
• Effectively manage leaders’ time using strategic and proactive calendar management.
• Support leadership in planning and distributing team member and leader communications.
• Prepare personnel, purchasing and other administrative forms for the leadership teams and forward for approval and processing.
• Train and provide backup support for other Administrative Business Partners as needed.
• Support the onboarding and departure process for department team members.
• Demonstrate a thorough understanding of the department and appropriate Company policies, procedures and operations.
• Participate in department projects and tasks including but not limited to training and team meetings.
• Monitor, maintain, and order department supplies and manage associated budget; may own other department specific processes or activities.
• Work in a change environment where quality improvement and organizational refinement is ongoing.

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