Administrative Assistant

Arclin USA LLC; Richmond (VA); On-site; USD 38,000 - 50,000; Full time

Job summary

Arclin USA LLC in Richmond, Virginia is seeking an Administrative Assistant to support Sales, Marketing, Product Management and Business Operations with calendar management, meeting coordination, and stakeholder communications.

The role involves processing purchases, expenses, preparing presentations, coordinating interviews, and maintaining orderly records, with attention to detail and the ability to work both independently and as part of a team.

Qualifications

• 2–4 years of administrative experience in a corporate setting.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to learn procurement, ERP, SharePoint and related systems.
• Excellent communication and ability to handle confidential information.

Responsibilities

• Provides administrative support to Sales, Marketing, Product Management, and Business Operations teams.
• Coordinates calendars and schedules meetings and appointments.
• Manages meetings logistics, vendor coordination, and travel arrangements.
• Prepares PowerPoint presentations, spreadsheets, and business documents.
• Schedules interviews and coordinated availability among candidates, interviewers, and managers.
• Maintains organized files and handles expense processing and purchasing activities.

Skills

Office administration

Multitasking

Communication skills

Microsoft Office

Education

High school diploma or equivalent

Associate degree preferred

Tools

SharePoint

SRM procurement system

ERP

Job description

Spruance
5401 Jefferson Davis Hwy
Richmond, VA 23234, USA

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.

Qualifications

Skills

Behaviors

Motivations

Education

Experience

Licenses & Certifications

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.