Administrative Assistant - Office Lead

Job Family:

Administrative Services

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, and also serves as the Office Lead, 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, preferably 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 relationships at all corporate levels and with clients/stakeholders.

• Highly proficient in Microsoft Office 365 including Word, Excel, and PowerPoint.

• 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.

• Highly polished and professional demeanor in dealing with all situations.

• Strong sense of initiative and works with urgency.

• 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.

• Given the hands-on nature of this job, regular, on time in-office attendance is critical.

What Would Be Nice To Have:

• Bachelor’s degree preferred

• Willingness and ability to work the hours necessary to complete assigned work.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability, diplomacy, and use of good judgement.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.

• Highly resourceful team-player, with the ability to multi-task and be extremely effective working independently and with direction.

• Proactively leverage and share knowledge with colleagues.

• Proven ability to act with discretion and maintain complete confidentiality.

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 Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, 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 [email protected]. 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.