Administrative Assistant

Arclin; Richmond (VA); On-site; USD 38,000 - 54,000; Full time

Job summary

Arclin is seeking an Administrative Assistant to provide comprehensive administrative and coordination support across Sales, Marketing, Product Management, and Business Operations in the Richmond area. The role covers calendar management, meeting logistics, vendor interactions, expense processing, and preparation of presentations and business materials.

The ideal candidate is organized, detail-oriented, and able to communicate effectively with internal and external stakeholders, with 2–4 years

Qualifications

• 2–4 years of administrative or office support experience.
• Strong organizational skills with multiple priorities.
• Excellent verbal and written communication and professional demeanor.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to learn procurement, expense, ERP, SharePoint, and related systems.
• Experience with scheduling, invoices, POs, and expense processing preferred.
• Able to work independently and as part of a team; good follow-through and discretion.
• High school diploma required; associate degree preferred.

Responsibilities

• Provide administrative support to Sales, Marketing, Product Management, and Business Operations teams.
• Coordinate calendars, meetings, and business activities for team members.
• Handle vendor interactions, expense processing, purchasing, and invoicing.
• Prepare PowerPoint presentations, spreadsheets, and other documents.
• Schedule candidate interviews and coordinate with interviewers and hiring managers.
• Maintain organized files and records; support SharePoint access requests.
• Support broader North America operations as needed.

Skills

Organization & multitasking

Communication skills

Detail-oriented

Microsoft Office

Professional demeanor

Education

High school diploma

Associate degree preferred

Tools

Outlook

Excel

Word

SharePoint

ERP systems

Job description

Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and coordination support to the Sales, Marketing, Product Management, and Business Operations teams. This role supports day-to-day business activities including calendar management, meeting coordination, customer and vendor interactions, expense processing, purchasing and invoicing activities, and preparation of presentations and business materials. The successful candidate will be organized, detail-oriented, responsive, and comfortable working with a variety of internal and external stakeholders.

Key Responsibilities

• Provides administrative support to the Sales, Marketing, Product Management, and Business Operations teams as organizational needs arise.
• Coordinates calendars and schedules meetings, appointments, and other business activities for assigned team members.
• Coordinates customer, sales, marketing, and internal meetings, both onsite and offsite, including:
  • Conference room scheduling
  • Visitor registration and security approvals
  • Catering and beverage arrangements
  • Meeting and event logistics
  • Follow-up activities
• Serves as the primary administrative contact for the Richmond office, welcoming and assisting site visitors and coordinating office-related activities, events, and logistics to ensure a professional and welcoming environment.
• Coordinates scheduling and communications with customers, vendors, candidates, and other external contacts.
• Assists with vendor setup and new vendor creation activities within the SRM procurement system.
• Processes purchase orders (POs), memo orders, payment requests, vendor invoices, and other routine procurement-related activities.
• Assists with expense reporting, including preparation, submission, and follow-up.
• Prepares and updates PowerPoint presentations, spreadsheets, correspondence, and other business documents.
• Schedules candidate interviews and coordinates availability among candidates, interviewers, and hiring managers.
• Assists with SharePoint access requests and related administrative activities.
• Maintains organized files, records, and documentation.
• Provides timely follow-up on administrative requests and helps ensure tasks are completed accurately and on schedule.
• Provides general administrative support to the broader North America organization as needed.
• Performs other duties and special projects as assigned.

Required Qualifications

• 2–4 years of administrative, office, or business support experience; experience in a corporate environment preferred.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Professional and customer-focused approach when interacting with customers, vendors, visitors, and employees.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and effectively use procurement, expense, ERP, SharePoint, and other business systems.
• Experience with scheduling, meeting coordination, invoices, purchase orders, or expense processing preferred.
• Ability to work independently while also functioning effectively as part of a team.
• Strong follow-through and ability to meet deadlines.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• High school diploma or equivalent required; associate degree or additional education preferred.