Administrative Assistant III

Description

General

Summary:

Serve as a shared administrative resource supporting two departments, balancing competing priorities while maintaining accuracy and efficiency. Ideal candidate will provide high-level administrative support requiring exceptional attention to detail and strong organizational skills.

• Accurately enter, update, and maintain data across multiple internal systems, ensuring real-time status visibility and data integrity.
• Monitor workflows and proactively track deadlines to ensure time-sensitive deliverables are completed accurately and on schedule.
• Generate, analyze, and distribute reports using internal databases and reporting tools.
• Cross-reference data between systems to identify discrepancies and resolve inconsistencies.
• Prioritize and seamlessly transition between multiple tasks without loss of accuracy or momentum.
• Support departmental coordination by tracking action items, following up on open items, and ensuring closure.
• Maintain organized digital records and documentation to support audit readiness and operational transparency.
• Collaborate with cross-functional teams to obtain necessary information and ensure timely updates. Prepares complex correspondence, reports, forms, and documents.
• Support our internal customers with a spirit of excellence by asking questions for clarity, helping to direct them when they are unsure of processes, and assisting them in obtaining information in unfamiliar circumstances.

• Exceptional attention to detail with a proven ability to produce highly accurate work under tight deadlines.
• Strong analytical mindset with the ability to identify patterns, gaps, and process inefficiencies.
• Demonstrated ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• High proficiency in working across multiple software platforms and internal systems simultaneously.
• Strong problem‑solving skills and ability to work independently with minimal oversight.
• Excellent organizational and time‑management skills.
• Clear and professional written and verbal communication skills.
• Preferred experience in a high‑volume work environment that includes short timelines for work completion.

• Advanced proficiency in Microsoft Office Suite:
• Excel (pivot tables, VLOOKUP/XLOOKUP, data validation, basic formulas, sorting/filtering large datasets)
• Word (document formatting, templates, tracked changes)
• Outlook (calendar management, shared inboxes, scheduling across teams)
• Comfort learning new proprietary systems quickly.
• Strong data entry skills with emphasis on accuracy and speed.
• Experience pulling and generating standard and ad hoc reports.
• Familiarity with shared drives, document management systems, and file version control.
• Communicating effectively, written/verbal, to various internal and external audiences.
• Comfortable working under strict deadlines with measurable deliverables.
• Effective organizational and task‑tracking methods.
• Experience managing competing priorities from multiple stakeholders.
• Ability to identify inefficiencies and recommend improvements.

• Thrives in structured, process‑driven environments.
• Comfortable shifting priorities throughout the day while maintaining composure and precision.
• Naturally inquisitive — asks clarifying questions to ensure accuracy.
• Takes ownership of deliverables and follows through to completion.
• Discreet and trustworthy with sensitive or confidential information.

High School Diploma or equivalent. 3 or more years general office experience.

** Preference given to those with job costing familiarity, RFP process knowledge, and billing or pay application history.