Administrative Assistant

Randstad USA; Philadelphia (Philadelphia County); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical

Prescription

Dental

Vision

AD&D

Life insurance offerings

Short-term disability

401K plan

Job summary

Randstad USA is seeking an Administrative Assistant to ensure smooth office operations in a 6-month contract with potential extension or conversion. The role includes managing clerical tasks, coordinating schedules, and providing administrative support to teams and executives in a fast-paced corporate setting.

The ideal candidate will have at least three years of administrative experience, a relevant degree, and strong MS Office skills.

Qualifications

• Minimum of three years administrative or related experience.
• Bachelor’s degree (B.Com / BBA) or Diploma in Business Administration or a related field preferred.
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and administrative tools.
• Excellent organizational and multitasking abilities with a strong eye for detail.
• Strong verbal and written communication skills, ensuring effective coordination and professional correspondence.

Responsibilities

• Oversee day-to-day office operations, ensuring seamless coordination between departments and addressing administrative requirements efficiently.
• Manage executive and departmental calendars, schedule meetings, book conference rooms and coordinate logistics, including travel arrangements and refreshments as needed.
• Handle incoming calls, emails and official correspondence, ensuring timely responses and maintaining professional communication with internal and external stakeholders.
• Prepare memos, reports, meeting minutes and presentations while maintaining an organized filing system for critical documents, contracts and office records.
• Research, evaluate and negotiate with vendors for office supplies, equipment and outsourced services, ensuring cost-effective and high-quality procurement.
• Assist in tracking departmental expenses, preparing budgets and ensuring resource allocation aligns with company policies and financial planning.
• Organize office events, employee engagement activities and team-building initiatives, handling logistics, venue selection and vendor coordination.
• Assist in office space planning, relocations and workstation allocations, ensuring a well-organized and efficient working environment.

Skills

Microsoft Office Suite

Organizational skills

Communication skills

Multitasking

Education

Bachelor’s degree / Diploma in Business Administration

Job description

Contract through Randstad to start - 6 months with possible extension/conversion

An Administrative Assistant is responsible in ensuring smooth office operations by managing clerical tasks, coordinating schedules and providing administrative support to teams and executives. The role involves managing office functions, overseeing vendor coordination and ensuring compliance with corporate policies.

Core Responsibilities

• 1. Oversee day-to-day office operations, ensuring seamless coordination between departments and addressing administrative requirements efficiently.
• 2. Manage executive and departmental calendars, schedule meetings, book conference rooms and coordinate logistics, including travel arrangements and refreshments as needed.
• 3. Handle incoming calls, emails and official correspondence, ensuring timely responses and maintaining professional communication with internal and external stakeholders.
• 4. Prepare memos, reports, meeting minutes and presentations while maintaining an organized filing system for critical documents, contracts and office records.
• 5. Research, evaluate and negotiate with vendors for office supplies, equipment and outsourced services, ensuring cost-effective and high-quality procurement.
• 6. Assist in tracking departmental expenses, preparing budgets and ensuring resource allocation aligns with company policies and financial planning.
• 7. Organize office events, employee engagement activities and team-building initiatives, handling logistics, venue selection and vendor coordination.
• 8. Assist in office space planning, relocations and workstation allocations, ensuring a well-organized and efficient working environment.

Qualifications

• Minimum of three years administrative or related experience, preferably in a medium to large size department in a corporate setting with hands-on experience in office administration, executive assistance or clerical support roles.
• Bachelor’s degree (B.Com / BBA) or Diploma in Business Administration or a related field preferred
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and administrative tools.
• Excellent organizational and multitasking abilities with a strong eye for detail
• Strong verbal and written communication skills, ensuring effective coordination and professional correspondence.

___________________________________

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including:

• medical
• prescription
• dental
• vision
• AD&D
• life insurance offerings
• short-term disability
• 401K plan (all benefits are based on eligibility)

This posting is open for thirty (30) days.

Any consideration of a background check would be an individualized assessment based on the applicant or employee's specific record and the duties and requirements of the specific job.