Administrative Assistant

Belcan; Waukesha (WI); On-site; USD 44,000 - 46,000; Full time

Job summary

Belcan is seeking an Administrative Assistant 1 II to provide temporary executive and office support for the division leadership team in Wisconsin. This role covers office operations, meeting and event coordination, travel support, expense reporting, and general administrative tasks.

Key responsibilities include coordinating travel, scheduling meetings, managing supplies, processing expense reports, and supporting leadership communications.

Qualifications

• Minimum 3 years of administrative or related experience.
• Associate degree or higher in Office Administration, Business Administration, or related field.

Responsibilities

• Manage coffee station inventory and ordering.
• Manage office and meeting supply inventory and ordering.
• Maintain copier toner inventory and coordinate supply replenishment.
• Order and coordinate Habitat for Humanity lunches and related volunteer event support.
• Provide meeting logistics support, including room reservations, catering, and event coordination.
• Provide administrative support for Division leadership.
• Organize travel logistics for leadership.
• Complete and process expense reports, including P-Card, AMEX, and leadership expenses.
• Organize leadership team meetings and coordinate related communications.
• Support employee engagement, HR-related activities, office events, and holiday functions as needed.
• Utilize company systems, tools, and processes to support daily operations and administrative activities.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Discretion and professionalism

Education

Associate degree in Office Administration or related field

Tools

Microsoft Office Suite

Job description

Job Title: Administrative Assistant 1 II

Duration: 6 Months

Pay Rate: $21.71/hr

Start Date: Immediate

Job Description:

Position Summary:

Provide temporary executive and office administrative support for the Division leadership team. This role is responsible for office operations, meeting and event coordination, travel support, expense reporting, supply management, and general administrative assistance to ensure smooth day-to-day business operations. Responsibilities include supporting leadership activities, coordinating with internal teams and vendors, and maintaining office resources and supplies.

Key Responsibilities:

• Manage coffee station inventory and ordering.


• Manage office and meeting supply inventory and ordering.


• Maintain copier toner inventory and coordinate supply replenishment.


• Order and coordinate Habitat for Humanity lunches and related volunteer event support.


• Provide meeting logistics support, including room reservations, catering, and event coordination.


• Provide administrative support for Division leadership.


• Organize travel logistics for leadership.


• Complete and process expense reports, including P-Card, AMEX, and leadership expenses.


• Organize leadership team meetings and coordinate related communications.


• Support employee engagement, HR-related activities, office events, and holiday functions as needed.


• Utilize company systems, tools, and processes to support daily operations and administrative activities.

Basic Qualifications:

• Minimum 3 years of Administrative assistant, executive assistant, office coordinator, or customer support experience.


• Associate degree or higher in Office Administration, Business Administration, or related field from an accredited institution

Preferred Qualifications:

• Strong organizational and time management skills


• Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).


• Ability to manage multiple priorities and work independently.


• Excellent communication and interpersonal skills, with the ability to interact effectively with all levels of staff


• Attention to detail and accuracy in document preparation and data management Ability to handle confidential information with discretion and professionalism

Preferred Skills:

• Certification in Office Administration or related field Experience with project management software (e.g., Microsoft Project, Asana)


• Knowledge of office equipment operation and maintenance Familiarity with basic accounting principles and software (e.g., QuickBooks)


• Ability to adapt quickly to new technologies and software applications