Job Details

General Description

The Administrative Assistant provides comprehensive administrative support to the organization while playing a key role in managing the invoice, corporate credit card, expense report and related payment processes. This position ensures accurate and timelyprocessing of vendor invoices, employee credit card and expense reports, maintains financial records, and supports day-to-day office operations. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Administrative Support

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Maintain organized filing systems (electronic and physical).
• Serve as the first point of contact for internal and external inquiries.
• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications to include conference calls/video calls, etc.
• Prepare reports and presentations by collecting and analyzing information.
• Submit expenses on behalf of Executives and other leaders as needed for travel, meals, etc.
• Large scale event and meeting planning and coordination.
• Ensure that every contract stored in the Executed Contracts folder within the Vendor Contract Management site contains complete information in all mandatory columns.
• Partner with leaders to prepare meeting agendas and capture meeting minutes for executive, division and other meetings.
• Maintain office supplies, supply cabinet and general office organization.
• Company or departmental mail distribution.
• Contribute to team effort by accomplishing related results as needed.
• Must exercise sound judgment, maintain strict confidentiality, and communicate professionally with individuals at all levels of the organization.

Invoice Processing

• Receive, review, and verify vendor invoices for accuracy and compliance with company policies.
• Enter invoices for recurring charges into the accounting system and ensure proper coding to general ledger accounts.
• Obtain necessary approvals and resolve discrepancies with vendors or internal departments.
• Monitor invoice aging and follow up to ensure timely payments.
• Assist with month-end closing activities related to accounts payable.
• Utilize electronic workflow systems to manage invoice routing, approvals, and payment processing.
• Process company expense reimbursement and corporate match donation requests.
• Process check requests for vendor invoices, employee reimbursement, corporate donations, or other approved payments.
• Maintain accurate records and ensure all steps are completed according to established timelines.
• Troubleshoot workflow issues and collaborate with finance teams to resolve errors.
• Generate and review workflow reports to track invoice status and identify bottlenecks.

Non-Essential Duties and Responsibilities

• Special projects and duties as assigned.

Education/Experience/Personal Requirements

• A minimum of three years working in an administrative assistant role; Associate's Degree or CAP certification preferred. A similar combination of education and experience will be considered.
• Proficiency and experience in:
  
  • Outlook
  • MS Teams
  • Word
  • Excel
  • Power Point
  • SharePoint
  • Adobe
  • DocuSign
  • Publisher
• Requires effective oral and written communication skills, strong attention to detail, and excellent organizational, interpersonal, and computer skills.
• Must be familiar with and have the ability to utilize AI tools to improve efficiency and productivity.
• Must be able to maintain confidentiality in daily operations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
• Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.
• Visual Acuity. The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.

Work Conditions

The work conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• General office working conditions which may require sitting for extended periods of time
• National travel required <5%

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.