Administrative Assistant

Prospectblue; Richmond (VA); On-site; USD 38,000 - 48,000; Full time

Job summary

ProspectBlue is seeking a reliable Administrative Assistant to provide day-to-day administrative and operational support for our Richmond, VA office. You will help keep the office organized, support executives, manage schedules, handle travel arrangements, and maintain filing systems.

The role requires attention to detail, discretion with confidential information, and the ability to manage multiple priorities.

Qualifications

• Provides administrative support and scheduling assistance.
• Manages correspondence and document handling.
• Maintains organized filing systems and records.
• Handles confidential information with discretion.
• Coordinates travel arrangements and meeting logistics.

Responsibilities

• Complete, prepare, and process forms, documents, and other administrative paperwork.
• Assist executives with scheduling, meetings, correspondence, and day-to-day administrative needs.
• Coordinate and schedule business travel, including transportation, accommodations, and itineraries.
• Research company archives and records to locate and retrieve requested information.
• Maintain organized paper and electronic filing systems and archives.
• Scan, organize, and electronically store documents and records.
• Process incoming and outgoing mail, packages, and other deliveries.
• Make occasional office errands, such as trips to the post office or other local business-related locations.
• Monitor office supply levels and order supplies as needed.
• Assist with meeting preparation, including scheduling, materials, and other logistical details.
• Prepare correspondence, reports, forms, and other documents as requested.
• Help maintain an organized and efficient office environment.
• Provide general administrative support to executives and other members of the team.
• Handle other administrative tasks and special projects as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Prioritization

Independent worker

Confidentiality

Multitasking

Research skills

Tools

MS Office

Email/calendar tools

Document management systems

Job description

ProspectBlue is seeking a reliable, organized, and detail-oriented Administrative Assistant to provide day-to-day administrative and operational support for a reputable company in Richmond, VA. This position is ideal for someone who enjoys keeping things organized, handling a variety of responsibilities, and making sure the office runs smoothly.

The Administrative Assistant will assist with administrative tasks, scheduling, correspondence, travel arrangements, document management, office errands, and general office coordination. The successful candidate will be comfortable managing multiple priorities, handling confidential information, and working independently while providing excellent support to executives and other team members.

Responsibilities:

• Complete, prepare, and process forms, documents, and other administrative paperwork.
• Assist executives with scheduling, meetings, correspondence, and day-to-day administrative needs.
• Coordinate and schedule business travel, including transportation, accommodations, and itineraries.
• Research company archives and records to locate and retrieve requested information.
• Maintain organized paper and electronic filing systems and archives.
• Scan, organize, and electronically store documents and records.
• Process incoming and outgoing mail, packages, and other deliveries.
• Make occasional office errands, such as trips to the post office or other local business-related locations.
• Monitor office supply levels and order supplies as needed.
• Assist with meeting preparation, including scheduling, materials, and other logistical details.
• Prepare correspondence, reports, forms, and other documents as requested.
• Help maintain an organized and efficient office environment.
• Provide general administrative support to executives and other members of the team.
• Handle other administrative tasks and special projects as needed.

Qualifications & Skills:

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple tasks and deadlines.
• Proficiency with standard office technology and electronic filing systems.
• Ability to handle sensitive and confidential information professionally.
• Strong research and information-retrieval skills.
• Dependable, proactive, and willing to take ownership of assigned responsibilities.
• Ability to work independently and anticipate administrative needs.
• Professional demeanor and strong interpersonal skills.
• Ability to adapt to changing priorities and a variety of administrative tasks.

What We're Looking For:

The ideal candidate is someone who is organized, dependable, resourceful, and service-oriented. You should be comfortable moving between detailed administrative work, executive support, document management, and practical office responsibilities. No two days may be exactly alike, so flexibility and a willingness to pitch in where needed are important.