Administrative Assistant

Arclin; Spruance City (DE); On-site; USD 42,000 - 56,000; Full time

Job summary

Arclin is seeking an Administrative Assistant in Richmond, VA to provide essential support to Sales, Marketing, Product Management, and Business Operations. The role includes calendar management, meeting coordination, and handling vendor interactions, invoices, and presentations.

Ideal candidates have 2–4 years of administrative experience, strong organizational skills, and proficiency with Microsoft Office.

Qualifications

• 2–4 years of administrative, office, or business support experience.
• Strong organizational skills and ability to multi-task.
• Excellent verbal and written communication skills.
• Experience with scheduling, invoicing, PO processing, and expense reporting preferred.

Responsibilities

• Provide administrative support to Sales, Marketing, Product Management, and Business Operations teams.
• Coordinate calendars, meetings, and travel arrangements.
• Prepare PowerPoint presentations, reports, and business documents.
• Process purchase orders, invoices, and expense reports.
• Support office operations and vendor coordination for the Richmond site.

Skills

Organizational skills

Communication skills

Independent worker

Team player

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

Spruance
5401 Jefferson Davis Hwy
Richmond, VA 23234, USA

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.

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.