Administrative Assistant II

Swoon; Bountiful (UT); On-site; USD 42,000 - 54,000; Full time

Job summary

Swoon is seeking an intermediate-level Administrative Assistant to provide support across departments under general supervision. You will coordinate training, onboarding, LMS maintenance (SABA preferred), and document control to keep records accurate and accessible.

Strong Microsoft Office skills, 3–5 years of relevant experience, and excellent written and verbal communication are required. You will perform front-desk duties, handle mail, arrange travel, and maintain conference rooms and office

Qualifications

• High school diploma or equivalent.
• 3–5 years of relevant administrative experience.
• Proficiency in Microsoft Office, especially Excel and Word.
• Strong organizational and time-management skills.
• Ability to work independently and take initiative.
• Excellent written and verbal communication.
• Detail-oriented and reliable.
• Ability to multitask and stay composed under pressure.

Responsibilities

• Answer phones, process mail, file, and perform data-entry tasks.
• Greet visitors and coordinate with vendors.
• Manage office supplies and inventory.
• Coordinate administrative processes and document control.
• Prepare and maintain reports, invoices, and spreadsheets.
• Schedule travel arrangements as needed.
• Maintain conference rooms and reception areas.
• Serve as department document control coordinator if needed.

Skills

Microsoft Office

Excel

Word

Time management

Communication

Education

High school diploma or equivalent

Tools

SharePoint

SABA LMS

Job description

Provides intermediate-level administrative support and technical assistance to various departments under general supervision.

Main Focuses of the Role:

• Training coordination and scheduling
• Employee onboarding
• Learning Management Systems (LMS), preferably SABA
• Maintaining training and qualification records
• SharePoint administration and document control
• Training documentation and reporting
• Tracking training compliance and assignments
• Microsoft Copilot experience is a plus

Key Responsibilities

• Perform daily office duties, including answering phones, faxing, copying, filing, processing mail, and typing.
• Process incoming, outgoing, overnight, and certified mail.
• Greet visitors and coordinate services with vendors and consultants.
• Order, distribute, and regularly inventory office supplies, food, badges, and other items.
• Complete data-entry assignments.
• Coordinate administrative processes and maintain related documents, records, and audit materials.
• Prepare, monitor, and maintain files, reports, invoices, spreadsheets, systems, and other documentation.
• Provide general administrative and receptionist support as needed.
• Schedule travel arrangements when required.
• Review and analyze assigned transactions.
• Maintain the organization and cleanliness of conference rooms, boardrooms, reception areas, kitchens, and related equipment.
• May serve as the department’s document control coordinator.
• Complete other assignments as directed by the manager.

Required Qualifications

• High school diploma or equivalent.
• 3–5 years of relevant experience.
• Working knowledge of Microsoft Office, particularly Excel and Word.
• Experience completing intermediate-level administrative, clerical, and data-entry assignments.
• Strong organizational, time-management, and prioritization skills.
• Ability to take initiative and work independently.
• Strong written and verbal communication, listening, and problem-solving skills.
• Basic reading, writing, and mathematical skills.
• Detail-oriented, punctual, dependable, and flexible.
• Ability to multitask and remain composed under pressure.
• Ability to build professional relationships and work effectively with employees at all organizational levels.
• Ability to lead scheduled safety talks and complete required ePrism safety training, depending on the assignment.