What are the responsibilities and job description for the Administrative Assistant position at The Hill Group?
Summary:
The Administrative Assistant supports the Precision Control Systems (“PCS”) division of The Hill Group (“THG”) by providing administrative support, coordination, tracking, and follow-up across multiple initiatives. This role works closely with leadership to support Sales, Operations, Accounting, and Safety to ensure meetings, initiatives, and reporting efforts remain organized, accurate, and progressing as intended.
Key Responsibilities:
- Administrative Coordination
- Provide diversified administrative support to PCS leadership, including scheduling, coordination, and follow-up
- Manage calendars, meetings, and travel arrangements; prepare agendas, meeting materials, and track action items
- Capture and distribute meeting minutes, ensuring follow-ups are documented and assigned
- Serve as an organizational hub for leadership initiatives, helping prevent tasks from being delayed or overlooked
- Tracking, Reporting & Follow-Up
- Track, organize, and maintain logs and reporting regarding safety, sales, compliance, and other operational initiatives
- Follow up with internal teams to obtain updates, documentation, or status reports as requested
- Maintain dashboards, logs, or spreadsheets to improve visibility into ongoing initiatives
- Assist leadership by consolidating information
- Communication
- Answer, screen, and route telephone calls professionally
- Assist with internal and external communications related to scheduled initiatives and projects
- Maintain organized electronic and physical filing systems for departmental documentation
- Operational Support
- Prepare and submit expense reports for team members as assigned
- Provide data entry, document preparation, mail merges, scanning, and filing support
- Assist with coordination of company-sponsored meetings and events
- Perform additional duties as assigned to support PCS operations
Experience and Qualifications:
- High school diploma or general education degree (GED) required, Associates degree preferred
- Proficiency in all Microsoft Office Suite (Word, Excel, Outlook and PowerPoint); experience in PENTA a plus
Other Qualifications:
- Requires an ability to work effectively and efficiently under pressure and adjust to changing situations
- Requires initiative, great attention to detail, accuracy, an ability to prioritize and multi-task
- Must have excellent written and verbal communication skills
- Must have excellent interpersonal and customer services skills, and maintain a positive attitude while dealing professionally with co-workers, clients, vendors, etc.
- Must be able to work independently with limited supervision while still being a team player
- Must be dependable, organized and self-motivated