Job Search Results for administrative assistant

Insight Global is seeking an Executive Assistant for a Real Estate Investment Firm in Newport Beach, CA. The Executive Assistant will play an integral role in the daily operations of the company and... More contribute to its overall success. This position will assist their top executives along with back-up support for other senior executives. The Executive Assistant works with the Administrative Support Department that acts as a cohesive team to ensure the office runs smoothly. The ideal candidate is a person who enjoys assisting others, has a positive attitude, can work independently, has keen attention to detail, demonstrates reliability, pro-activeness, strong communication, organization, time management techniques, and can work as a team player. The Executive Assistant will perform the responsibilities generally described below, as well as any additional duties needed to support the overall objectives of the company. Responsibilities:? Manage Office and office related communication.? Assist with Executive's travel arrangements.? Assist with Executive expense reporting through Certify.? Assist in managing email communication. ? Assist in calendar schedules for top company executives using Outlook, Teams and Zoom.? Schedule and assist in the preparation of meetings and manage action items through completion.? Produce reports and meeting materials via PowerPoint and other Microsoft programs.? Act as point of contact between executives and internal or external partners.? Arrange inter office events, or meetings by arranging facilities and catering, issuing information and invitations, and controlling event budget.? Assist in answering company phones.? Maintain conference rooms and conference room schedules.? Monitor and order parking cards, office supplies & office machines supplies.? Scheduling delivery services, Fedex, UPS & Eclipse. ? Maintain company contact list.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

Insight Global is seeking an Office Assistant to join the Boston office of an AM 100 law firm. The ideal candidate would have 1 year of administrative experience within a law firm and be comfortable... More working in a high-paced legal environment. The responsibilities will include performing administrative office tasks, responding to correspondences, tracking attorney expenses in Chrome River, assist with eFiling, printing and compiling binders, coordinating calendars and preparing for events and meetings. This role is on-site in downtown Boston 5 days per week. We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

Insight Global is looking for a Secret cleared Administrative Assistant to sit in NW Washington, DC supporting a large government client. Responsibilities include but are not limited to:a.Prepare and... More develop correspondence, reports, memorandums, presentations, and other forms of communication for distribution across various organizations on site, and to offices off-site (both Federal and non-Federal) as directed. Activities include screening correspondence for clarity, completeness, grammatical and procedural accuracy, policy compliance, and follow-up of the required action from inception to completion; reviewing and editing, updating, consolidating, formatting and manipulating Microsoft Word documents, Microsoft Excel spreadsheets, and Microsoft PowerPoint presentations; initiating appropriate actions to ensure correspondence and responses include required elements; b.Properly monitor and track correspondence as required in approved database to ensure that all assigned suspense requirements are met. Distribute correspondence to all individuals in accordance with approved guidelines and processes;c.Plan, coordinate and organize events (both on site and off site) for assigned federal staff. Audience may include senior Government staff from within agency and/or other Government agencies, various contract staff both on and off-site, and the general public;d.Perform all actions required to schedule, coordinate, and setup/connect for video teleconferences (i.e., local resources, local and distant participants, etc.) as required;e.Schedule and maintain calendar of assigned meeting space within the organization;f.Monitor a broad range of communications in order to make scheduling determinations and recommendations to assigned federal staff. Maintain daily schedule of assigned federal staff;g.Have a thorough understanding of the mission, objectives, and organizational structure (both on and off-site, federal and contractor) of the office to which assigned, in order to better interface and facilitate communications with others.h.Communicate and interface with government and contractor executives (to include their assigned staff) to facilitate activities as assigned;i.Manage and maintain assigned file and records system in accordance with agency guidelines. j.Assist federal staff with the completion of time and attendance submissions and maintain records as required. Coordinate and track travel compensatory time and overtime leave. k.Assist assigned staff with official travel requirements, arrangements, enrollments, tracking, and vouchers. Develop comprehensive travel plans for the Director and Senior Leadership to include daily agendas, itineraries, and other relevant travel information. Activities include: supporting the Director, Senior Leadership, and assigned staff with preparation of travel arrangements, facilitating planning; arranging travel and motor pool requests; providing advice on pre-travel documentation and post-travel documentation required by the Federal Travel Regulation (FTR) processing claims; ensuring the Director and Senior Leadership is aware of all travel rules and applicable helpful information.l.Manage development initiatives, training, and maintenance of clearances and evaluation for all federal staff;m.Receive and direct telephone calls and visitors caller or visitor to appropriate staff as may be required.n.Search and retrieve documents from databases and files as requested; provide limited research to assigned staff as necessary. Prepare and coordinate documents for review by federal staff and distribution as required.o.Support assigned federal staff for duration of the workday. Contractor personnel assigned to senior leadership may work extended hours.p.Manage taskers for assigned staff and ensure timely response to all assignments. Analyze assigned tasks (routine and non-routine) and provide recommendations to accomplish the tasks to include strategies to mitigate risks to organization. Activities include adhering to tasker deadlines, simultaneously handling multiple tasks, assignments, and projects with speed and accuracy; maintain awareness of current organization initiatives, programs, projects, flash taskers, and ongoing issues.q.Manage office inventory and supplies, replenishing as needed. Activities include identifying, ordering, tracking, receiving, inspecting, delivering, and storing supplies. Order business cards for assigned staff. r.Facilitate the disposal of burn bags to include removing staples, binder clips, paper clips, etc. as necessary; s.Coordinate with facilities manager(s) to schedule office maintenance including replacing fluorescent tubes, scheduling janitorial services, etc. Activities include identifying the need for requests, submitting requests, and inspecting/tracking resultant services; t.Support incoming contractor and government personnel by coordinating with IT Service Desk and other organizations to ensure proper access is granted and revoked of facility/door access and logical access. Activities include establishing and implementing key control and access procedures; requesting turn-in of any issued keys by personnel who no longer require access to locked areas; reporting any occurrences of lost or duplicate keys/key cards; granting access to locked areas to Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance; changing lock combinations when personnel having access to the combinations no longer require access; u.Maintain and update front office standard operating procedures (SOPs); v.Perform analysis on front office tasks to ensure actions are thorough, effective and efficient; w.Analyze correspondence, reports, research, projects, notices and announcements and determines if applicable to organization. Administer correspondence via Microsoft SharePoint and assignment taskers to Senior Leadership and appropriate personnel; x.Lead, develop and/or execute various projects to improve administrative operations and effectiveness. Activities include conducting research, collaborating with developers to improve system functions (i.e., Microsoft SharePoint), reporting on topics/projects, making recommendations, and providing information; y.Attend Senior Leadership meetings and provide meeting notes, meeting minutes, or executive summaries of discussions. These notes fall under Federal recordkeeping requirements, and must be clear and concise; and z.Support the Director and Senior Leadership's ability to make well-informed decisions by conducting researching and assembling background information and material.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

U.S. Citizenship is requiredOverview: This position performs and coordinates facility and administrative services support activities serving as a lead to service assistant staff, ensuring the... More efficient and smooth day-to-day operation of the facility. Primary Responsibilities:Assigns, schedules, and directs the daily work assignment of service assistant staff; trains new staff as needed. Provides evaluation input to the Supervisor, Facilities and Administrative Services for the annual performance appraisal.Organizes, directs and helps with office moves which may include assembling and arranging furniture, boards, building portable partitions, conducting audits, etc.Assists in maintaining furniture inventory and product inventory listing, and, as directed, interface with supplier partners to order necessary supplies.Assists Supervisor, Facilities and Administrative Services overseeing janitorial and food services to include coordinating with vendors for operations, maintaining service level agreements, conducting audits and inspections to ensure standards, and preparing monthly reports.Responsible for the maintenance and repair of all vehicles, monitors preventative and scheduled maintenance programs, oversees vehicle dispatching, and prepares monthly mileage and usage reports.Establishes guidelines for carrying, transporting and delivery of classified material; acts as classified liaison between facilities in the delivery of incoming/outgoing unclassified mail, books and periodicals; may act as courier for classified material as needed.Reviews and assigns Help Desk tickets to appropriate personnel, oversees the execution of corrective actions, and ensures customer satisfaction with the ticket originator.Acts as back-up supervisor of Administration Services in the absence of the Supervisor, Facilities and Administrative Services.Performs other duties as assigned.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

Insight Global is seeking a Legal Assistant to join one of our clients in the Houston area. This is a permanent placement opportunity that requires 100% in office. Work hours are 8am-5pm. This role... More will assist with the following:- Managing calendars and schedules for deadlines, hearings, mediation deposition and conference meetings - Drafting documents for basic pleadings, petitions, answers, motions responses, hearing notices, deposition notices, etc..- Creating charts and outlines- Communicating with clients, opposing counsel and court personnelWe are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

Insight Global is looking for a sharp Executive Assistant to join their client in Downtown Chicago. This role will support the VP of Auto Insurance with their day-to-day needs as well as other... More executive staff members/senior leadership (about 10 people across functions). The ideal candidate should be highly organized, self-motivated professional capable of managing their workload in a fast-paced corporate environment.Responsibilities: *Manages complex schedules, calendar, make travel arrangements (airline, car service, rental car, hotel, etc.), order office supplies/equipment, prepare expense reports, reserve, and prepare facilities and catering. *Assist with employee communication *Support the employee engagement team *Anticipate the needs and use discretion when setting priorities to keep the leadership team updated and aware of meetings, agendas, travel, upcoming events, incoming emails, and letters. *Act as a liaison between the leader and employees, clients, and all external contacts, by utilizing good judgment in determining when to act independently and when to refer matters for further attention. *Plan and manage leadership meetings and conferences as requested *Prepares, edits, and formats correspondence, communications, presentations, and other documents, including those of a confidential nature *Ensure executives' time is leveraged most effectively and ensure alignment across direct reports. *Manages meetings, understand context, capture major takeaways and drive follow-up actions.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

A large engineering firm in KC is seeking a project assistant to join their Transmission & Distribution department to assist Project Managers with the administrative/clerical work for various client... More projects. In this, there is room for upward mobility and training on various lateral duties. Duties Include but are not limited to - Keep and maintain project files.Maintain project e-mail box.Document control - data entryTrack projects and produce monthly progress reports.Work with specs, changes and finalizing.Facilitate questions regarding projects and research information.Maintain tracking system for projects.Record minutes from Project Manager meetings.Answer phones and direct calls.Read and sort incoming mail.Collect bills/invoices.Type memos, correspondence, reports, and other documents.Make travel arrangements.Prepare outgoing mailings and labels, including emails and faxes.Organize and maintain filing system.Coordinate client or vendor lunches, including set-up and clean-up.Reserve conference rooms; Coordinate with internal support departments.Order and maintain supplies.Arrange equipment maintenance or set-up.Keep the department calendar and roster.Occasional project assistance for managers.Assist in Power point presentations.Utilize Access to store and retrieve data.Help coordinate clerical needs of special projects.Complete weekly timecards.Make copies of printed material.Additional duties as assigned by supervisor to assist in the overall success of the group and company.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

Insight Global is seeking a Secret Cleared Executive Assistant to join one of their top defense clients at Hill Air Force Base supporting a large defensive weaponry program. This individual will be... More supporting a high-level government customer of the program by taking on executive administrative duties such as calendar management for senior leadership, note-taking, meeting preparation and scheduling meetings. Additionally, this individual will assist in taking on Project Manager responsibilities as well including scoping out meeting requests for the customer, consolidating calendar request to set clear, fleshed-out agenda's, and other higher level responsibilities that will get off-boarded to this individual.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

*Management of executives' communication including e-mails, incoming calls and mail. Refers inquiries as appropriate or gathers information for follow-up. Acts as a liaison or point of contact and... More resource for staff, visitors, and various departments. *Manages and maintains executives' active calendar to include appointments, meetings, conferences and other event arrangements. *Will organize and arrange complex travel plans to include itineraries, agendas and all trip logistics. *Works closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. *Responsible for coordination of monthly executive staff meetings and will provide/ distribute agendas and materials ahead of time. *Compile special reports, letters, and memos using various software tools, including Word, Outlook, Excel, and PowerPoint. Will prepare and edit presentations and other documents. *Prioritizes conflicting needs; handles matters proactively, and follows through on projects to successful completion, often with deadline pressures. *Assists with special event planning and coordination function, including determining attendees, flow of information to attendees, catering, location, etc. *Will assist with processing and organization of expense reports.We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less

This candidate will work directly under one physician and will be assisting with a lot of the administrative and triage duties along with rooming patients, obtaining vital signs, blood work,... More injections, medication history, pain and depression assessments and documenting all appropriately. We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .Less