Administrative Assistant II

• Manage and coordinate complex schedules, including scheduling meetings, appointments, and travel arrangements for multiple stakeholders.
• Handle, prioritize, and respond to incoming and outgoing correspondence, including emails, letters, and packages, ensuring timely follow-up.
• Prepare and distribute meeting materials, including agendas, minutes, and action items, while ensuring efficient meeting coordination.
• Monitor and maintain office supplies inventory, placing orders and managing office equipment maintenance to ensure smooth daily operations.
• Organize, update, and maintain records, databases, and departmental documentation, ensuring accuracy and compliance with company policies.
• Assist in the preparation of reports, presentations, and data analysis, providing insights to support business operations and decision-making.
• Coordinate meetings, events, and travel logistics, including material preparation, vendor coordination, and on-site setup.
• Provide administrative support for high-level projects, as assigned.
• Act as a point of contact for internal and external stakeholders, including greeting visitors, directing phone calls, and addressing inquiries professionally.
• Facilitate communication and collaboration between departments, external vendors, and business partners to enhance workflow efficiency.
• Willingness to travel up to 10% of the time primarily for occasional offsite meetings, training sessions, or company events.
• Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs.

• High School Diploma or equivalent required; Associate’s degree or additional relevant coursework preferred.
• 3+ years of administrative experience in a professional office environment, or an equivalent combination of education and experience.
• Experience with billing is a reequired skill set.
• Deltek Vantagepoint or Deltek alone expereince is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management tools and systems.
• Exceptional organizational, time management, and problem-solving skills, with the ability to prioritize tasks effectively.
• Strong attention to detail and the ability to handle sensitive and confidential information with discretion.
• Excellent verbal and written communication skills, with the ability to interact professionally with team members, leadership, and external stakeholders.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• Proactive approach to anticipating needs, resolving issues, and adapting to changing priorities with minimal supervision.
• Experience managing confidential and sensitive information while maintaining a high level of professionalism.
• Strong interpersonal skills, with the ability to foster and maintain positive relationships across all levels of the organization.

• This position primarily operates in a professional office environment, requiring the ability to work at a desk for extended periods while using a computer, phone, and standard office equipment.
• The position involves sitting for extended periods, performing data entry, and engaging in frequent communication via email, phone, and in-person interactions.
• The role involves regular communication with team members, clients, and stakeholders, both in person and through virtual platforms.
• The physical demands of the job may include occasional standing, walking, bending, and lifting of office materials up to 15 pounds.

Universal Engineering Sciences