Job Search Results for administrative assistant

Insight global is looking for a Secretary Assistant to book travel arrangements, manage detailed itineraries, and prepare, submit, and reconcile expense reports, occasionally performing basic... More bookkeeping tasks such as processing invoices. This person will handle monthly and periodic client billing, assist in resolving billing inquiries, and coordinate closely with the accounting department. Also monitor monthly attorney pre-bills after routing them to the appropriate timekeepers for review. In addition, they provide coverage during legal secretary absences and manage a wide range of administrative duties, including answering and directing phone calls, taking messages, and overseeing incoming and outgoing emails, correspondence, memos, letters, and faxes. They organize and schedule appointments, maintain calendars for multiple attorneys, and plan and coordinate internal and external meetings and events. They write, edit, and proofread documents, reports, and presentations while maintaining organized digital and physical filing systems to ensure accuracy and confidentiality. This person is always adept at following instructions from various points of contact and consistently demonstrate an eagerness to learn. 5 days a week on-site.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

We are seeking an experienced Office Administrator / Executive Assistant to manage daily operations and provide high-level administrative support. This role requires exceptional time management... More skills, strong organizational abilities, and proficiency in modern office technologies. The ideal candidate will thrive in a fast-paced environment, handle multiple priorities, and maintain professionalism.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

Administrative & Operational SupportProvide direct administrative support to the Terminal Manager, including documentation, reporting, scheduling, and communication.Maintain department files,... More training records, and operational documentation in an organized and compliant manner.In conjunction with the Terminal Manager, process berthing requests from cruise lines and port agents, ensuring timely communication with port and internal Nautilus departments.Receive, review, and update the berthing schedule, tracking vessel movements and operational impacts.Answer incoming calls, take messages, and support communication flow for the Terminal Management team.Open, distribute, and manage department mail and correspondence.Arrange receiving, packing, and shipping of equipment or materials via UPS, FedEx, US Mail, or courier services, maintaining detailed shipment records.Manage uniform ordering, inventory, and distribution for personnel.Oversee office supply and equipment ordering while managing the office budget responsibly.Ensure all required compliance postings, documentation, and regulatory materials are up to date and accessible.Assist with terminal operations duties as needed during cruise calls or peak activity periods.Staff Scheduling, Training & HR CoordinationManage part-time hourly personnel scheduling through the company scheduling system, ensuring adequate staffing for all cruise terminal operations. This includes backfilling call outs or changes in planned schedules.Review time and attendance records, timesheets, and exception cards for payroll processing and route for Terminal Manager approval.Deliver weekly payroll checks 9if applicable) and assist part-time hourly PCST employees with questions regarding payroll and company benefits.Update the HR management system with all employee status changes and ensure labor law posters and compliance materials remain current.Support local recruiting and hiring efforts when applicable for NIHC teams ? MSS/TSS (or coordinate with the recruiter if one is assigned).Work with the Terminal Manager to communicate disciplinary issues to NIHC HR and ensure adherence to labor regulations and HR procedures.Billing, Invoicing & Vendor ManagementPrepare invoices for Terminal Manager approval prior to final billing to cruise line clients.Assist Terminal Manager and Assistant Terminal Managers with vendor coordination, including service scheduling, contract support, and performance tracking.As instructed by Terminal Manager assist in reviewing and coding vendor invoices for approval, ensuring alignment with contracted services.Maintain accurate financial and operational records related to billing, vendor services, and cruise operations.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

The Timekeeper/Office Manager will serve as the administrative backbone of a major construction project, ensuring accurate labor tracking, smooth office operations, and consistent communication... More across field and management teams. This role requires exceptional organizational skills, strong Excel proficiency, and the ability to thrive in a fast-paced, field-based environment. This is a full-time, on-site position for the duration of the construction project.Key ResponsibilitiesTimekeeping & Payroll SupportMaintain daily and weekly timekeeping records for all craft and subcontractor personnel.Verify hours, classifications, cost codes, and approvals prior to payroll submission.Reconcile discrepancies and coordinate with supervisors to resolve issues quickly.Prepare and distribute daily manpower reports and productivity summaries.Office ManagementOversee day-to-day office operations for the construction site, ensuring a clean, organized, and efficient workspace.Manage document control, including filing, scanning, and distributing drawings, RFIs, submittals, and correspondence.Support onboarding of new site personnel, including badging, orientation paperwork, and roster updates.Coordinate deliveries, maintain office supplies, and manage vendor interactions.Assist project leadership with scheduling, meeting coordination, and administrative tasks.Reporting & DocumentationCreate and maintain spreadsheets, logs, and trackers using advanced Excel functions (VLOOKUP, pivot tables, formulas, data validation).Prepare weekly and monthly reports for project management and corporate teams.Maintain accurate records for compliance, safety, and audit requirementsWe 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 position is willing to pay $60,000-$75,000 depending on experience and qualifications. Seeking an Instructor/Subject Matter Expert in amphibious raid tactics, techniques, and procedures to train... More military units prior to deployment. This role involves curriculum development, hands-on training, and evaluation.?Plan, coordinate, and develop course material and exercises?Develop training plans, schedules, and evaluation checklists?Instruct and evaluate students in small boat operations, navigation, and company-sized raids?Coordinate training area requirements, role player scenarios, and logistics for live-fire events?Maintain proficiency in current tactics and update curriculum as needed?Conduct after-action reviews and provide student feedback?Manage training materials repository and Teams page?Ensure safety and ORM for High-Risk Training eventsAdministrative Duties?Manage shared drives and Teams page?Prepare reports, training materials, and administrative documentation?Participate in content review boards and other administrative tasksWe 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 position administratively checks the entire operations process and operates like an internal administrative assistant moving orders to the next operation. This person will also communicate to... More the work center employees which order to process next based on schedules. Shipping and Receiving then document the process step of orders and update the schedule (our spreadsheets).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 Office Administrator to join a construction company in the Seattle office! This individual will be responsible for greeting office visitors, phone support, and regular... More office maintenance duties. In this role you will also support the HR and Finance department and handle multiple tasks while maintaining a positive and welcoming attitude!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 Receptionist/Admin Assistant for a Medical Practice located in Kansas City, MO. As the full time Admin, you will be expected to work M-F, 8am-5pm. Your responsibilities... More will include answering phone calls, setting appointments, having access to patient data, greeting patients and taking them to the correct room.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

Responsible for providing end-to-end administrative and tactical support to our L&D day-to-day operations and facilitating/producing specific learning experiences. Coordinate and execute training... More logistics and track compliance within our LMS, maintain and distribute physical materials, set up the learning environment, and manage the purchasing/payment operations for L&D programs.We are a company committed to creating inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity employer that believes everyone matters. Qualified candidates will receive consideration for employment opportunities without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, disability, 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 Human Resources Request Form. The EEOC "Know Your Rights" Poster is available here. 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

We are seeking meticulous, detail-oriented individuals with clerical and data entry experience to join our team as Entry-Level Data Specialists. You will consolidate student records from multiple... More drives and sources, organize documents into a structured folder system, and ensure records are complete and accurately named. This is a hands-on, monotonous, but essential data-handling role that requires focus, reliability, and basic computer proficiency.Key Responsibilities:Retrieve and consolidate student records from up to four different drives and sources (including Google Drive and CRM systems).Move and organize documents into a unified destination drive and clearly named folders.Verify that each record is complete and accurately compiled; flag and resolve discrepancies.Maintain consistent file naming conventions and folder structures for easy retrieval.Toggle between drives and systems as needed with minimal supervision.Trace and confirm document completeness (no missing pages or data gaps).Perform data entry tasks as needed, ensuring high accuracy and attention to detail.Collaborate with colleagues to meet daily/weekly targets and maintain data quality.Participate in initial training and complete it within the designated period.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