Administrative Assistant - Office Lead

Job Family:

Administrative Services

Travel Required:

Up to 10%

Clearance Required:

None

What You Will Do:

The Administrative Assistant/Office Lead role provides dedicated support to client serving Directors/Partners, and also serves as the Office Lead, as the point of contact for other Administrative Assistants. The Administrative Assistant/Office Lead is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to supporting sales opportunities, engagement delivery activities and knowledge management. The Administrative Assistant/Office Lead reports to the Regional Area Manager leading the region.

General Administrative Duties:

• Manage Partner/Directors calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly.

• Coordinate travel arrangements (domestic/international), maintain travel profiles, manage last minute itinerary changes (flights, car, hotel, and subsequent team communications), directions/mapping, and support in handling passport and visa issues.

• Effectively prepare weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications as needed.

• Draft/edit/proofread correspondence, presentations, client letters, briefing papers, reports ensuring that grammar, spelling, formatting/visual design are without error.

• Effectively use the firms core technology applications, as well as develop/demonstrate solid knowledge of firm-wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.

• Conduct basic information searches (e.g., via internet, internal sites, etc.) and maintain contacts and distribution lists (as needed).

• Oversee/complete production requests (including, copying, printing, faxing, binding, shipping, etc.).

• Coordinate and facilitate meetings as requested with scheduling, catering, and presentations.

• With Partner guidance, may be expected to manage certain administrative aspects/support of client engagements.

Office Management/Facilities Support Duties:

• Liaison with office building management regarding building requests/work orders, security/access badge requests, and COI requirements in conjunction with the Guidehouse Real Estate team and Regional Area Manager.

• Oversee facility maintenance and vendor contracts in conjunction with the Guidehouse Real Estate team and Regional Area Manager.

• Complete the required inspections/tasks on the monthly Office Lead check list and submit to the Regional Area Manager.

• Identify potential repairs/issues per the checklist and offer solutions/recommendations.

• Act as liaison to the Guidehouse Neighborhoods for local and/or corporate events. 

• Promote the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy.

• Participate in the development of projects, work methods and procedures for the office as needed and/or as assigned.

• Maintain inventory and order office supplies as needed.

• Ensure all scheduled maintenance is being performed routinely.

• Monitor and guide progress for completion/resolution of issues identified by the Regional Area Manager.

• Build positive relationships with key stakeholders within each department and/or practice who are based in the office.

• Assist Human Capital and IT with local off-boarding of voluntary and involuntary terminations.

• Assist office employees and/or guests with troubleshooting IT equipment and/or escalating to IT as needed.

• Track office expenses/invoices as needed; coordinate with A/P to process promptly and within Finance policy.

• Manage fire/safety/security functions for the office in conjunction with the Building Property Management as well as with Corporate Security.

• Develop reports for Senior Management, Real Estate and Regional Area Manager if and as assigned; provide accurate conclusions from analysis, if needed.

• Communicate office policy and procedure to all employees in the office. Escalate local office issues to Regional Area Manager to provide resolution on complex issues.

• Assist with the retrieval and storage of offsite files and other documentation as re