Administrative Assistant

Founded in 2003, IT Concepts’ core values – customer-centricity, teamwork, driven to deliver, innovation, and integrity – ensure we work together to be the best, realize objectives, and make a positive impact in our communities. We intentionally created and sustain our ITC culture that embraces change, experimentation, continuous learning, and improvement. We bring our design thinking problem-solving approach that challenges assumptions, prioritizes curiosity, and invites complexity to deliver innovative, efficient, and effective solutions. As we continue to grow in the support of our government customers, we are looking for driven and innovative individuals to join our team.  

IT Concepts is looking for an experienced Administrative Assistant to support the IT Concepts Woodlawn Office. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office environment. Your responsibilities will include managing executive schedules, coordinating meetings and travel arrangements, and providing essential support to the Executive Committee. You will also handle basic IT support with the support and training of our IT Team. Your role will be pivotal in organizing company events, preparing meeting minutes, and addressing administrative inquiries, all while maintaining a high level of professionalism and efficiency. This position offers a dynamic and engaging opportunity for someone committed to excellence in office administration and support.

Location: This position is 100% on-site

Responsibilities:

•       Schedules meetings, travel, and appointments on behalf of executive committee as requested.

•       Welcomes, directs, and provides general support to visitors and customers meeting with the Executive Committee.

•       Records meeting minutes and prepares written summaries of data when needed.

•       Responds to, and resolves, administrative inquiries, and questions.

•       Assist in the preparation of agendas and schedules for meetings.

•       Records and distributes minutes or other records for meetings.

•       Processes expense reports as requested.

•       Performs other customary administrative duties as necessary, including ad-hoc project support.

•       Assisting in the planning and coordinating of all in-house or off-site activities (for example parties, celebrations, volunteer events, meetings, and conferences).

•       Administering mailings for New Hire and Employee Appreciation packages, or other mailings as requested.

•       Assisting with planning and organizing employee appreciation activities.

•       Assist with document repositories and organization as requested.

•       Assist with the entry into the building, suite, etc.

•       Responsible for front desk coordination and communication.

•       Researches, orders, and organizes company apparel under the direction of management.

•       Other duties as assigned.

•       Maintains office efficiency by managing Maintenance, Mailings, Supplies, Equipment, Bills, Errands, and Shopping.

•       Answers calls for the company’s main phone line; directs calls to correct departments.

•       Monitors inventory and proactively maintains office supplies.

•       Coordinates maintenance and storage of office equipment in collaboration with IT.

•       Maintains the office condition and arranges necessary repairs with the building facilities management vendors, including maintenance and cleaning crews.

•       Addresses employee queries regarding office management issues.

•       Other duties as assigned.

Requirements

• Minimum 3 years of experience in related field, including office management and administrative support.

• Experience working with all levels of management.
• Excellent verbal and written communication skills.
• High School diploma required
• High level of interpersonal skills to interact with employees, leadership, and customers.
• Ability to handle communications and situations with confidentiality and sensitivity.
• Continually demonstrate discretion, poise, tact, and diplomacy.
• Team player and willing to be flexible with work schedule when necessary.
• Exceptional attention to detail. Must be able to meet deadlines in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Advanced experience using software applications such as Microsoft Office (Word, Excel, PowerPoint, and Outlook), Adobe Pro, and travel platforms; must be able to manage multiple calendars in Outlook.
• Ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Basic IT troubleshooting