Administrative Assistant/Office Lead

Guidehouse Inc.; Huntsville (AL); On-site; USD 45,000 - 65,000; Full time

Job summary

Guidehouse Inc. is seeking an Administrative Assistant/Office Lead to provide dedicated support to Directors/Partners, serve as the Office Lead, and act as the point of contact for other Administrative Assistants.

The role combines administrative duties with oversight of office operations and facilities management. Responsibilities include coordinating complex calendars, travel (domestic/international), expense reporting, and document preparation; leveraging firm tools; and supporting client

Qualifications

• High School diploma required.
• 5+ years of administrative support experience; 2+ years in office administrative management; experience in a top-tier professional services firm preferred.
• Familiarity with PeopleSoft and Workday a plus.
• Strong organizational and time-management skills with attention to detail.

Responsibilities

• Manage Partner/Directors calendars and prioritize appointments.
• Coordinate travel arrangements (domestic/international) and handle itineraries.
• Prepare weekly expense reports and respond to auditor inquiries.
• Draft/edit/proofread correspondence, presentations, and client letters.
• Support sales opportunities, engagement delivery activities and knowledge management.
• Oversee office facilities, vendor contracts and building maintenance.

Skills

Admin support

Office management

Strong organizational skills

Multi-tasking

Education

High School diploma

Tools

PeopleSoft

Workday

Job description

Job Family :

Office Lead

Travel Required :

Up to 10%

Clearance Required :

None

What You Will Do :

The Administrative Assistant/Office Lead role provides dedicated support to client serving Directors/Partners, serves as the Office Lead and as the point of contact for other Administrative Assistants. The Administrative Assistant/Office Lead is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support, to supporting sales opportunities, engagement delivery activities and knowledge management. The Administrative Assistant/Office Lead reports to the Regional Area Manager leading the region.

General Administrative Duties:

• Manage Partner/Directors calendars, schedules and prioritize appointments, ensuring meetings, deadlines, presentations, and other duties are carried out seamlessly.
• Coordinate travel arrangements (domestic/international), maintain travel profiles, manage last minute itinerary changes (flights, car, hotel, and subsequent team communications), directions/mapping, and support in handling passport and visa issues.
• Effectively prepare weekly expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications as needed.
• Draft/edit/proofread correspondence, presentations, client letters, briefing papers, reports ensuring that grammar, spelling, formatting/visual design are without error.
• Effectively use the firms 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.
• Conduct basic information searches (e.g., via internet, internal sites, etc.) and maintain contacts and distribution lists (as needed).
• Oversee/complete production requests (including, copying, printing, faxing, binding, shipping, etc.).
• Coordinate and facilitate meetings as requested with scheduling, catering, and presentations.
• With Partner guidance, may be expected to manage certain administrative aspects/support of client engagements.

Office Management/Facilities Support Duties:

• Liaison with office building management regarding building requests/work orders, security/access badge requests, and COI requirements in conjunction with the Guidehouse Real Estate team and Regional Area Manager.
• Oversee facility maintenance and vendor contracts in conjunction with the Guidehouse Real Estate team and Regional Area Manager.
• Complete the required inspections/tasks on the monthly Office Lead check list and submit to the Regional Area Manager.
• Identify potential repairs/issues per the checklist and offer solutions/recommendations.
• Act as liaison to the Guidehouse Neighborhoods for local and/or corporate events.
• Promote the required use of Guidehouse AgilQuest Forum Hotel tool and the clean desk policy.
• Participate in the development of projects, work methods and procedures for the office as needed and/or as assigned.
• Maintain inventory and order office supplies as needed.
• Ensure all scheduled maintenance is being performed routinely.
• Monitor and guide progress for completion/resolution of issues identified by the Regional Area Manager.
• Build positive relationships with key stakeholders within each department and/or practice who are based in the office.
• Assist Human Capital and IT with local off boarding of voluntary and involuntary terminations.
• Assist office employees and/or guests with troubleshooting IT equipment and/or escalating to IT as needed.
• Track office expenses/invoices as needed; coordinate with A/P to process promptly and within Finance policy.
• Manage fire/safety/security functions for the office in conjunction with the Building Property Management as well as with Corporate Security.
• Develop reports for Senior Management, Real Estate and Regional Area Manager if and as assigned; provide accurate conclusions from analysis, if needed.
• Communicate office policy and procedure to all employees in the office. Escalate local office issues to Regional Area Manager to provide resolution on complex issues.
• Assist with the retrieval and storage of offsite files and other documentation as requested, in accordance with current records management policy, procedures and best practices.

What You Will Need :

High School diploma required

Five (5) + years of administrative support experience, 2+ years of office administrative. management, preferable including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and Workday a plus.

Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.

Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels.

Establish and maintain strong working rela