Administrative Assistant

Job Family:

Office Services

Travel Required:

Up to 10%

Clearance Required:

None

What You Will Do:

The Administrative Services role provides dedicated administrative support to multiple client-serving Partners and is expected to have a combination of technical and interpersonal skills. They are the single point of contact for the administrative needs of assigned internal customers and provide services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. Additionally, they will provide support in relation to the physical office space. These services include but are not limited to:

• Effective use of the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases as well as client systems. 

• Manages calendars, schedules and prioritizes appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.

• Coordinates travel arrangements, maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction. 

• Prepares expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.

• Drafts/edits/prepares correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.

• Conducts basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists for Guidehouse and client. 

• Maintains schedules and reservations for office and conference rooms.

• Ability to communicate office policy and procedure to all Guidehouse team members and client. Escalates local office issues to Manager to provide resolution on complex issues.

• Assists with maintenance of local office equipment, as needed.

• Assists with supply orders and maintaining office inventory, as needed.

• Issue parking decals and work closely with Security of the parking lot. 

• Coordinate badges activation/deactivation with client. 

• Resource for team members to provide direction and guidance with inquiries. 

• Coordinates special events and leadership team meetings including catering, room set-up, etc.

• Executes special projects at the discretion of Manager and/or Partner.

What You Will Need:

• Bachelor’s degree from an accredited university plus 1+ years of professional experience OR 5+ years of professional experience in lieu of degree.

• Highly proficient in Outlook, Word, Excel and PowerPoint with ability to learn new software systems when necessary.

• Ability to establish and maintain strong working relationships, including clients/stakeholders.

• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.

• Demonstrate proactive approaches to problem-solving with strong decision-making capability and use of good judgment.

• Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.

• Proven ability to act with discretion and maintain complete confidentiality.

• Willingness and ability to work the hours necessary to complete assigned work.

• Clear fit with (and champion of) firm culture and values.

• Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.

• Strong sense of initiative and ability to work with urgency.

• Polished and professional demeanor in dealing with all situations.

• Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.

• Will embrace our customer-focused, action-oriented, results-driven culture.

• Given the hands-on nature of this job, regular, on time attendance is critical.

What Will Be Nice to Have:

• 5+ years of administrative support experience

• Preferably 3-4 years in a top-tier professional services firm

• Familiarity with PeopleSoft and Workday is a plus.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance

• Personal and Family Sick Time & Company Pa