Administrative Assistant/Office Lead

Job Family

Office Lead

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, as well as serves as the Office Lead, serving 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. Administrative Assistant/Office Lead reports to the Regional Area Manager leading the region.

General Administrative Duties

• Effectively prepare weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications as needed.
• 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.
• Oversee/complete production requests (including, copying, printing, faxing, binding, shipping, etc.).
• Manage Partner/Directors calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly.
• 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).
• With Partner guidance, may be expected to manage certain administrative aspects/support of client engagements.
• Coordinate and facilitate meetings as requested with scheduling, catering, and presentations.
• Draft/edit/proofread correspondence, presentations, client letters, briefing papers, reports ensuring that grammar, spelling, formatting/visual design are without error.

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.
• Clearly communicates office policy and procedure to all employees in the office. Escalates local office issues to Regional Area Manager to provide resolution on complex issues.
• Identify potential repairs/issues per the checklist and offer solutions/recommendations.
• Build positive relationships with key stakeholders within each department and/or practice who are based in the office.
• Promote the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy.
• Oversee facility maintenance and vendor contracts in conjunction with the Guidehouse Real Estate team and Regional Area Manager.
• Participate in the development of projects, work methods and procedures for the office as needed and/or as assigned.
• Assist with the retrieval and storage of offsite files and other documentation as requested, in accordance with current records management policy, procedures and best practices.
• Ensure all scheduled maintenance is being performed routinely.
• Submit monthly badge access report and badges issued report to the Regional Area Manager and Guidehouse Real Estate team.
• Monitor and guide progress for completion/resolution of issues identified by the Regional Area Manager
• Assist office employees and/or guests with troubleshooting IT equipment and/or escalating to IT as needed.
• Develop reports for Senior Management, Real Estate and Regional Area Manager if and as assigned; provide accurate conclusions from analysis, if needed.
• Maintain inventory and order office supplies as needed.
• Act as liaison to the Guidehouse Neighborhoods for local and/or corporate events.
• Track office expenses/invoices as needed; coordinate with A/P to process promptly and within Finance policy.
• Complete the required inspections/tasks in the monthly Office Lead check list and submit to the Regional Area Manager.
• Assist Human Capital and IT with local off-boarding of voluntary and involuntary terminations.
• Manage fire/safety/security functions for the office in conjunction with the Building Property Management as well as with Corporate Security.

What You Will Need

• Given the hands-on nature of this job, regular, on time attendance is critical.
• Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• 4-6 years of administrative support experience, 2+ years of office administrative. management, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and Workday a plus.
• Clear fit with (and champion of) firm culture and values.
• Establish and maintain strong working relationships at all corporate levels and with clients/stakeholders.
• Will embrace our customer-focused, action-oriented, results-driven culture.
• Highly proficient in Microsoft Office 365 including Word, Excel, and PowerPoint.
• Strong sense of initiative and works with urgency.
• Highly polished and professional demeanor in dealing with all situations.
• Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
• Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.

What Would Be Nice To Have

• Bachelor’s degree in a related discipline preferred; High school diploma required.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability, diplomacy, and use of good judgement.
• Proven ability to act with discretion and maintain complete confidentiality.
• Willingness and ability to work the hours necessary to complete assigned work.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
• Highly resourceful team-player, with the ability to multi-task and be extremely effective working independently and with direction.
• Proactively leverage and share knowledge with colleagues.

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

• Emergency Back-Up Childcare Program
• 401(k) Retirement Plan
• Skills Development & Certifications
• Basic Life & Supplemental Life
• Short-Term & Long-Term Disability
• Corporate Sponsored Events & Community Outreach
• Employee Referral Program
• Medical, Rx, Dental & Vision Insurance
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Student Loan PayDown
• Mobility Stipend
• Parental Leave and Adoption Assistance
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Position may be eligible for a discretionary variable incentive bonus
• Personal and Family Sick Time & Company Paid Holidays

About Guidehouse

Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.