Administrative Assistant

Guidehouse; Virginia (MN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Retirement Plan

Paid Holidays

Tuition Reimbursement

Mobility Stipend

Emergency Childcare

Job summary

Guidehouse is seeking an Administrative Services professional to provide dedicated support to multiple Partners, managing calendars, travel, and office coordination on site.

You will handle travel arrangements, prepare expense reports, draft correspondence, and promote use of firm tools, while upholding confidentiality and high standards.

This role requires strong computer skills (Outlook, Word, Excel, PowerPoint), excellent communication, and a proactive, service-oriented mindset.

Qualifications

• High school diploma or better required; college degree preferred.
• 5 years of administrative support experience, ideally in a top-tier professional services firm.
• Familiar with PeopleSoft, Costpoint, Workday and Concur a plus.
• Highly proficient in Outlook, Word, Excel and PowerPoint; able to learn new software.
• Strong interpersonal, communication, and confidentiality skills.

Responsibilities

• Manage calendars and schedules; prioritize appointments and deadlines.
• Coordinate travel arrangements (domestic/international) and maintain profiles.
• Prepare weekly expense reports and handle inquiries.
• Draft and edit correspondence, presentations, and materials.
• Support office policy communication and office equipment maintenance.
• Assist with office supply orders and event coordination.
• Contribute to special projects at the Manager/Partner’s discretion.

Skills

Calendar management

Outlook

Excel

Word

PowerPoint

Communication

Problem solving

Teamwork

Education

High school diploma

Associate degree

Bachelor’s degree

Tools

PeopleSoft

Costpoint

Workday

Concur

Job description

Job Family:

Administrative Services

Travel Required:

Up to 10%

Clearance Required:

None

What You Will Do:

The Administrative Services role provides dedicated administrative support to multiple client-serving Partners and is expected to have a combination of technical and interpersonal skills. They are the single point of contact for the administrative needs of assigned internal customers and provide services in a manner that demonstrates the highest levels of quality, accountability, and teamwork. Additionally, they will provide support in relation to the physical office space. These services include but are not limited to:

• Effective use of the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position themself as an advocate and knowledge resource in these programs and support training others who are less skilled.
• Managing calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly.
• Coordination of travel arrangements (domestic/international), maintain travel profiles, facilitates last minute itinerary changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues.
• Preparation of weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications.
• Drafting, editing, and preparing correspondence/presentations, ensuring proper grammar, spelling, formatting/visual design.
• Conducting basic information searches (e.g., via internet, internal sites, etc.) and maintains contacts and distribution lists (as needed)
• Assisting with promoting the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy within the local office.
• Assisting with monitoring AgilQuest usage daily for reservations, check-in process and meeting room reservation process.
• Ability to communicate office policy and procedures to all employees in the office. Escalates local office issues to Manager to provide resolution on complex issues.
• Assisting with maintenance of local office equipment, as needed.
• Assisting with production requests, e.g., printing, binding, scanning, shipping, etc.
• Assisting with supply orders and maintaining office inventory, as needed.
• Coordinating special events and leadership team meetings including catering, room set-up, etc.
• Executes special projects at the discretion of Manager and/or Partner including the support of client engagements.

What You Will Need:

• Ability to work on-site five days a week.
• High school diploma required; Associate’s/Bachelor’s degree preferred.
• 5 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.
• Highly proficient in Outlook, Word, Excel and PowerPoint with ability to learn new software systems when necessary.
• Ability to establish and maintain strong working relationships, including clients/stakeholders.
• Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability and use of good judgment.
• Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
• Proven ability to act with discretion and maintain complete confidentiality.
• Clear fit with (and champion of) firm culture and values.
• Must have strong work values, and be dependable, honest, and self-confident with a positive attitude.
• Strong sense of initiative and ability to work with urgency.
• Polished and professional demeanor in dealing with all situations.
• Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Will embrace our customer-focused, action-oriented, results-driven culture.
• Willingness and ability to work the hours necessary to complete assigned work.
• Given the hands-on nature of this position, regular, on-time attendance in-office is critical.

What Would Be Nice:

• Associate’s/Bachelor’s degree preferred.
• Experience in a top-tier professional services firm; familiarity with PeopleSoft, Costpoint, Workday and Concur a plus.

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include:

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Position may be eligible for a discretionary variable incentive bonus
• Parental Leave and Adoption Assistance
• 401(k) Retirement Plan
• Basic Life & Supplemental Life
• Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Student Loan PayDown
• Tuition Reimbursement, Personal Development & Learning Opportunities
• Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Emergency Back-Up Childcare Program
• Mobility Stipend

About Guidehouse

Guidehouse is an Equal Opportunity Employer–Protected Veterans, Individuals with Disabilities or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [e-mail]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.