Administrative Assistant

Talentify; Madison (WI); On-site; USD 38,000 - 52,000; Full time

Job summary

Talentify is seeking an Administrative Assistant in Madison, WI to provide day-to-day administrative support across the organization. The role includes filing, document formatting, data entry, front-desk duties, mail handling, inventory management, and calendar coordination.

The ideal candidate will have an associate degree (or be enrolled) in administration, business, or related fields, plus strong MS Office skills and a professional office background.

Qualifications

• Associate degree program in administration, business, accounting, communications, or related field is required or in progress.
• Prior office, admin, customer service, internship, or clerical experience is preferred but not required.
• Experience in a professional office environment is beneficial.

Responsibilities

• Create and maintain electronic and physical filing systems.
• Prepare and format memos, emails, reports, proposals, letters, and other correspondence.
• Perform data entry and administrative recordkeeping.
• Answer phones, greet visitors, and provide front-office support.
• Sort, process, and distribute incoming and outgoing mail and packages.
• Maintain office and kitchen supply inventories and coordinate replenishment.
• Support fleet vehicle administration, including recordkeeping and scheduling.
• Manage calendars, coordinate staff schedules, and arrange meetings and events.
• Provide general administrative support to staff and departments as needed.
• Handle confidential and sensitive information appropriately.
• Assist with special projects and other administrative duties as assigned.

Skills

MS Office

Data entry

Communication

Education

Associate degree or in progress (administration/business/communications)

Tools

Microsoft Teams

Job description

The Administrative Assistant is an entry-level position that provides day-to-day administrative and office support to staff across the organization and is responsible for maintaining organized records, supporting communications, coordinating schedules and meetings, assisting with office operations, and helping ensure administrative processes are completed accurately and efficiently.

Description

• Create and maintain electronic and physical filing systems.
• Prepare and format memos, emails, reports, proposals, letters, and other correspondence.
• Perform data entry and administrative recordkeeping.
• Answer phones, greet visitors, and provide general front-office support.
• Sort, process, and distribute incoming and outgoing mail and packages.
• Maintain office and kitchen supply inventories and coordinate replenishment.
• Support fleet vehicle administration, including recordkeeping, maintenance scheduling, vehicle relocation, supply coordination, and related documentation.
• Manage calendars, coordinate staff schedules, and arrange meetings and events.
• Provide general administrative support to staff and departments as needed.
• Handle confidential and sensitive information appropriately.
• Assist with special projects and other administrative duties as assigned.

Qualifications

Education & Experience

• Current enrollment in, or completion of, an associate degree program in administration, business, accounting, communications, or a related field.
• Prior office, administrative, customer service, internship, or clerical experience is preferred but not required.
• Experience working in a professional office environment is beneficial.

Technical Knowledge

• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to learn document management, scheduling, accounting, and other business software.
• Basic knowledge of electronic and physical records management.
• Accurate keyboarding and data entry skills.
• Familiarity with standard office equipment and administrative procedures.

Professional Skills

• Strong organizational and time-management skills.
• Ability to manage multiple priorities and complete tasks accurately.
• Strong attention to detail and recordkeeping.
• Clear written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.

  Interpersonal & Leadership Skills

  • Professional and courteous communication with employees, clients, visitors, and vendors.
  • Ability to work effectively in a team-oriented environment.
  • Strong customer service mindset.
  • Willingness to assist others and adapt to changing priorities.
  • Demonstrated reliability, initiative, professionalism, and accountability.

  Other

  • Valid driver's license and reliable transportation.
  • Ability to occasionally travel between office locations or transport company vehicles as needed.
  • Authorization to work in the United States for any employer. Sponsorship is not available for this position.

  Physical Requirements

  • Ability to lift and carry office supplies or packages weighing up to approximately 40 pounds.
  • Prolonged periods of sitting at a desk and working on a computer.
  • Ability to move throughout the office to retrieve files, supplies, mail, and packages.

  Working Conditions

  • Primarily in-office
  • Regular interaction with employees, visitors, vendors, and delivery personnel.
  • Occasional travel between company locations or administrative errands may be required.

  If you are a career-oriented and highly motivated individual interested in being part of a growing firm, we want to hear from you!

  This position requires you to have authorization to work in the United States for any employer. We will not provide sponsorship for this position. Relocation and housing are not provided for this position.

  AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER