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, serves as the Office Lead and 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 requested, in accordance with current records management policy, procedures and best practices.
• What You Will Need : High School diploma required Five (5) + 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.
• Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
• Establish and maintain strong working relationships at all corporate levels and with clients/stakeholders.
• Highly proficient in Microsoft Office 365 including Word, Excel, and PowerPoint.
• 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.
• Highly polished and professional demeanor in dealing with all situations.
• Strong sense of initiative and works with urgency.
• 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 in-office attendance is critical.
• This role will be in the office 5 days a week.
• What Would Be Nice To Have : Bachelor’s degree preferred Willingness and ability to work the hours necessary to complete assigned work.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability, diplomacy, and use of good judgement.
• 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.
• Proven ability to act with discretion and maintain complete confidentiality.

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 Paid Holidays Position may be eligible for a discretionary variable incentive bonus Parental Leave and Adoption Assistance 401(k) Retirement Plan Basic Life & Supplemental Life Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts Short-Term & Long-Term Disability Student Loan PayDown Tuition Reimbursement, Personal Development & Learning Opportunities Skills Development & Certifications Employee Referral Program Corporate Sponsored Events & Community Outreach Emergency Back-Up Childcare Program Mobility Stipend About Guidehouse Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities 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 RecruitingAccommodation@guidehouse.com .
• All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
• All communication regarding recruitment for a Guidehouse position will be sent from Guidehouse email domains including @guidehouse.com or guidehouse@myworkday.com .
• Correspondence received by an applicant from any other domain should be considered unauthorized and will not be honored by Guidehouse.
• Note that Guidehouse will never charge a fee or require a money transfer at any stage of the recruitment process and does not collect fees from educational institutions for participation in a recruitment event.
• Never provide your banking information to a third party purporting to need that information to proceed in the hiring process.
• If any person or organization demands money related to a job opportunity with Guidehouse, please report the matter to Guidehouse’s Ethics Hotline.
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• Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.
• 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.