Office Administrative Assistant

Company Description

Captiva Solutions is seeking a reliable, detail-oriented, and energetic Office Administrative Assistant to support daily office operations, consulting and training activities, and workforce development programs. This role also provides direct administrative support to the CEO, including managing schedules, monitoring emails, and responding to routine communications as directed.

The ideal candidate is organized, flexible, and comfortable wearing multiple hats. This position supports leadership, staff, clients, students, and external partners and is well-suited for someone who enjoys administrative work in a mission-driven professional services environment. This position is a temp-to-hire and offers an opportunity for professional growth and career development.

Key Responsibilities

General Office Administration

• Provide day-to-day administrative and clerical support to office operations and to the CEO
• Answer and route incoming phone calls and emails; provide basic information about company services and initiatives
• Greet and assist visitors, students, and clients in a professional manner
• Maintain organized digital and physical filing systems
• Schedule meetings, appointments, and internal or external events
• Monitor shared inboxes and calendars and route inquiries appropriately
• Assist with maintaining office supplies, inventory, and general office organization
• Coordinate routine office needs, maintenance requests, and vendor communications as directed

Communications & Administrative Support

• Draft and format professional correspondence, reports, and internal documents
• Assist with preparing materials, research, and information for management and team needs
• Organize meeting materials, notes, and follow-up documentation
• Support periodic email communications and outreach using CRM or email tools, as assigned
• Assist with maintaining company records in CRM systems (e.g., contact lists, inquiries)

Workforce Development & Training Support

• Support workforce development and training programs through administrative tasks such as student intake, enrollment, tracking, and reporting
• Maintain accurate participant records and assist with program documentation
• Provide general administrative support to instructors, trainers, and program staff

Attributes for Success

• Trustworthy, professional, and comfortable working closely with executive leadership
• Adaptable and willing to support a variety of administrative needs
• Strong follow-through, accountability, and attention to detail
• Professional demeanor when interacting with internal and external stakeholders

Qualifications

Required Qualifications

• Previous experience in an administrative, office support, or clerical role (internships or part-time experience acceptable)
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• High attention to detail and discretion when handling sensitive information
• Ability to prioritize tasks and work independently when needed
• Proficiency with standard office software (e.g., Microsoft Office Suite)

Preferred Qualifications

• Experience providing administrative support to executives or senior leadership
• Experience supporting proposals, business development, or government contracting environments
• Familiarity with CRM tools and basic marketing or email platforms
• Experience supporting training programs, LMS platforms, or workforce development initiatives
• Associate’s or Bachelor’s degree preferred, but not required