Administrative Assistant

Job description

Overview:
Guidehouse is a leading global provider of consulting services to the public and commercial markets with broad capabilities in management, technology, and risk consulting. We help clients address their toughest challenges and navigate significant regulatory pressures with a focus on transformational change, business resiliency, and technology-driven innovation. Across a range of advisory, consulting, outsourcing, and digital services, we create scalable, innovative solutions that prepare our clients for future growth and success. The company has more than 10,000 professionals in over 50 locations globally. Guidehouse is a Veritas Capital portfolio company, led by seasoned professionals with proven and diverse expertise in traditional and emerging technologies, markets, and agenda-setting issues driving national and global economies. For more information, please visit: .

Responsibilities:
Guidehouse's Administrative & Office Services team provides comprehensive, quality administrative and support services to our client-serving and corporate professionals, including Directors through Partners and other rank appropriate professionals. They span a wide range of vital roles, from administrative support to facilities management and office services.

The Administrative Assistant role provides dedicated support to client serving Directors/Partners. The Administrative Assistant is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to support sales opportunities, engagement delivery activities and knowledge management.

Administrative Assistant reports to the Administrative Assistant/Office Lead aligned to the primary segment they support.

General Administrative - Travel & Expenses, Calendar Management, Client Invoice, Vendor Billing

Manage calendar, schedule and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly

Coordinate travel arrangements (domestic/international), maintain travel profiles, last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues

Effectively prepare weekly time and expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications

Draft/edit/write correspondences, presentations, ensuring grammar, spelling, formatting/visual design are perfect

Effectively use the firm's core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position oneself 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)

Assist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) for proposals or RFPs

Assist with client invoicing, and/or managing independent contractor relationships/billing

Oversee production requests (including, copying, printing, faxing, binding, shipping (courier, overnight), etc.) in coordination with Office Services

Maintain, retrieve and secure working papers, files and other documentation as requested on appropriate file repositories, in accordance with Navigant's current records management policy, procedures and best practices

Assist with onboarding of new hires into their respective Segment/Region functional area (if applicable)

Assist with general office support, including hoteling, office supplies ordering, etc.

Supports the Office Lead with office service requests. Including but not limited to meeting room set up/breakdown, maintaining conference rooms/kitchens and supplies, monitoring conference room reservations, and reception desk duties.

Special Projects

Oversee projects from inception to completion

Qualifications:
High school diploma required; Associate's/Bachelor's degree in a related discipline preferred

4-6 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and/or CRM systems 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

Demonstrated proactive approaches to problem-solving with strong decision-making capability 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

Highly proficient Word, Excel and PowerPoint

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

Clear fit with (and champion of) firm culture and values

Strong work values, dependable, honest, self-confidence and 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 attendance is critical

Additional Requirements:
The successful candidate must not be subject to employment restrictions from a former employer (such as a non-compete) that would prevent the candidate from performing the job responsibilities as described.

Due to our contractual requirements and an Executive Order from the White House, every federal government employee and onsite federal contractor will be asked to attest to their vaccination status. In the interest of health and safety during the continued unprecedented COVID-19 pandemic, anyone who does not attest to being fully vaccinated will be required to follow CDC guidelines which may include (subject to specific contractual requirements): wearing a mask on the job no matter their geographic location, physically distancing from all other employees and visitors, complying to any screening testing requirements. This requirement will apply to Guidehouse employees who work onsite for the federal government.

Due to our contractual requirements, to be eligible for this role, you must be fully COVID-19 vaccinated at time of hire.

Disclaimer:
About Guidehouse

Guidehouse is an Equal Employment Opportunity / Affirmative Action 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 (phone number removed) or via email at . 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.

Rewards and Benefits

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

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

Tuition Reimbursement, Personal Development & Learning Opportunities

Skills Development & Certifications

Employee Referral Program

Corporate Sponsored Events & Community Outreach

Emergency Back-Up Childcare Program