Administrative Assistant

Guidehouse; McLean (VA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, Rx, Dental & Vision Insurance

401(k) Retirement Plan

Tuition Reimbursement

Job summary

Guidehouse in McLean, VA seeks an Administrative Services professional to provide dedicated support to multiple client-serving Partners. The role combines technical and interpersonal skills, serving as the primary contact for administrative needs and assisting with the office space.

Responsibilities include calendar management, travel coordination, expense reports, drafting correspondence, information searches, promoting use of firm tools, monitoring reservations, and coordinating events.

Qualifications

• High school diploma required; Associate’s/Bachelor’s degree preferred.
• 5 years of administrative support experience, preferably in a top-tier professional services firm.
• Familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.
• Strong proficiency in Outlook, Word, Excel and PowerPoint.

Responsibilities

• Manage calendars, schedules and prioritize appointments; ensure meetings and deadlines run smoothly.
• Coordinate domestic/international travel; maintain profiles and handle changes.
• Prepare weekly expense reports; follow policies and respond to auditor inquiries.
• Draft, edit, and format correspondence and presentations with proper grammar and design.
• Promote usage of Guidehouse tools and monitor room reservations and office resources.
• Coordinate events and leadership meetings including catering and room setup.

Skills

Calendar management

Interpersonal skills

Communication

Problem solving

Discretion

Time management

Education

High school diploma

Associate/Bachelor’s degree preferred

Tools

Outlook

Word

Excel

PowerPoint

AgilQuest Forum Hotel tool

Concur/Workday/PeopleSoft (plus)

Job description

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 to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.
• Managing calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.
• Coordination of travel arrangements (domestic/international), maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues.
• Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.
• Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
• Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed)
• Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
• Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process.
• Ability to communicate office policy and procedures to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.
• Assisting with maintenance of local office equipment, as needed.
• Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
• Assisting with supply orders and maintaining office inventory, as needed.
• Coordinating special events and leadership team meetings including catering, room set-up, etc.
• Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

Job Family

Administrative 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 to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.
• Managing calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.
• Coordination of travel arrangements (domestic/international), maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues.
• Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.
• Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
• Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed)
• Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
• Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process.
• Ability to communicate office policy and procedures to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.
• Assisting with maintenance of local office equipment, as needed.
• Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
• Assisting with supply orders and maintaining office inventory, as needed.
• Coordinating special events and leadership team meetings including catering, room set-up, etc.
• Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

What You Will Need

• Ability to work on-site five days a week.
• High school diploma required; Associate’s/Bachelor’s degree preferred.
• 5 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.
• 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.
• 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.
• Willingness and ability to work the hours necessary to complete assigned work.
• Given the hands-on nature of this position, regular, on-time attendance in-office is critical.

What Would Be Nice

• Associate’s/Bachelor’s degree preferred.
• Experience in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur 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 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 [e-mail]. 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 [e-mail]. 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. If you want to check the validity of correspondence you have received, please contact [e-mail]. Guidehouse is not responsible for losses incurred (monetary or otherwise) from an applicant’s dealings with unauthorized third parties.