Administrative Assistant

ICON Consultants, LP; Newark (DE); On-site; USD 36,000 - 39,000; Full time

Job summary

ICON Consultants, LP in Newark, DE is seeking a Senior Administrative Assistant / Executive Administrative Coordinator to support senior leadership. The role covers calendars, travel, expense processing, budgeting, and confidential personnel administration in a fast-paced environment.

The 1-year contract requires a high school diploma or GED and 2–5+ years of experience. Proficiency in Microsoft Office and Oracle/Vista Plus is essential, with strong communication and organizational skills

Qualifications

• High School Diploma or GED required.
• 2-5+ years of administrative support experience.
• Strong verbal and written communication skills.
• Ability to interact professionally with executive-level internal and external customers.
• Minimum typing speed of 60 WPM.
• Strong organizational and multitasking abilities with the capability to manage competing priorities.
• Excellent attention to detail and commitment to accuracy.
• Demonstrated tact, professionalism, integrity, and confidentiality.
• Ability to work independently and make decisions regarding work priorities.
• Strong business acumen and understanding of administrative procedures.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
• Experience using Oracle purchasing and accounting systems, including Purchasing modules and Vista Plus.

Responsibilities

• Manage executive calendars, schedule appointments, and coordinate meetings and events.
• Arrange domestic and international travel, including flights, hotels, rental cars, passports, and visa requirements.
• Prepare meeting agendas and coordinate travel arrangements for visitors.
• Review and process expense reports and VISA purchasing card transactions for accuracy and policy compliance.
• Process purchase orders, requisitions, ACEs online transactions, and vendor setup activities through Oracle.
• Track and monitor departmental expenses using Vista Plus and Oracle General Ledger systems.
• Assist with budget preparation, expense analysis, and monthly financial reporting.
• Maintain office files, personnel records, and confidential documentation.
• Process sensitive personnel paperwork, including employee requisitions, compensation changes, relocations, and termination documentation.
• Manage office supplies, mail distribution, phone coverage, and other general administrative functions.
• Coordinate office moves, relocations, and workspace assignments.
• Review and respond to routine correspondence and emails on behalf of leadership.
• Professionally interact with employees, executives, customers, vendors, and visitors.
• Attend monthly safety meetings and assist with promoting workplace safety initiatives and housekeeping standards.
• Support special projects and drive assignments through completion with minimal supervision.
• Maintain the highest level of professionalism, discretion, and confidentiality.

Skills

Calendar management

Travel coordination

Expense processing

Vendor management

Oracle experience

Microsoft Office

Discretion

Education

High School Diploma or GED

Tools

Oracle Purchasing

Vista Plus

Oracle General Ledger

Microsoft Office

Job description

Senior Administrative Assistant / Executive Administrative Coordinator

Location: Newark, DE 19702

Duration: 1-Year Contract

Pay Rate: $26/hr-$28/hr

Position Overview

We are seeking a highly organized and professional Administrative Assistant to provide comprehensive support to senior leadership and department teams. This individual will manage complex administrative functions, coordinate travel and meetings, process financial and purchasing transactions, maintain confidential records, and serve as a key point of contact for internal and external stakeholders. The ideal candidate is detail-oriented, able to manage multiple priorities simultaneously, and capable of exercising sound judgment while working independently.

Key Responsibilities

• Manage executive calendars, schedule appointments, and coordinate meetings and events.
• Arrange domestic and international travel, including flights, hotels, rental cars, passports, and visa requirements.
• Prepare meeting agendas and coordinate travel arrangements for visitors.
• Review and process expense reports and VISA purchasing card transactions for accuracy and policy compliance.
• Process purchase orders, requisitions, ACEs online transactions, and vendor setup activities through Oracle.
• Track and monitor departmental expenses using Vista Plus and Oracle General Ledger systems.
• Assist with budget preparation, expense analysis, and monthly financial reporting.
• Maintain office files, personnel records, and confidential documentation.
• Process sensitive personnel paperwork, including employee requisitions, compensation changes, relocations, and termination documentation.
• Manage office supplies, mail distribution, phone coverage, and other general administrative functions.
• Coordinate office moves, relocations, and workspace assignments.
• Review and respond to routine correspondence and emails on behalf of leadership.
• Professionally interact with employees, executives, customers, vendors, and visitors.
• Attend monthly safety meetings and assist with promoting workplace safety initiatives and housekeeping standards.
• Support special projects and drive assignments through completion with minimal supervision.
• Maintain the highest level of professionalism, discretion, and confidentiality.

Required Qualifications

• High School Diploma or GED required.
• 2-5+ years of administrative support experience working with senior managers or executives.
• Strong verbal and written communication skills.
• Ability to interact professionally with executive-level internal and external customers.
• Minimum typing speed of 60 WPM.
• Strong organizational and multitasking abilities with the capability to manage competing priorities.
• Excellent attention to detail and commitment to accuracy.
• Demonstrated tact, professionalism, integrity, and confidentiality.
• Ability to work independently and make decisions regarding work priorities.
• Strong business acumen and understanding of administrative procedures.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
• Experience using Oracle purchasing and accounting systems, including Purchasing modules and Vista Plus.
• Ability to thrive in a team-oriented environment.

Preferred Qualifications

• Bachelor's Degree preferred.
• Experience supporting multiple executives within a corporate environment.
• Prior experience with budgeting, expense tracking, purchasing, and vendor management.
• Knowledge of international travel coordination and immigration documentation processes.

Ideal Candidate

The successful candidate will be a polished administrative professional who excels in a fast-paced environment, demonstrates exceptional judgment and discretion, and possesses the ability to proactively support leadership while managing multiple priorities efficiently. Strong organizational skills, financial administration experience, and proficiency with Oracle systems are highly desired.