Administrative Assistant

About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth operation of our office within the Professional, Scientific, and Technical Services industry. This position is responsible for providing comprehensive administrative support to various departments, facilitating effective communication and organization. The successful candidate will manage calendars, coordinate travel arrangements, and maintain records, contributing to the overall efficiency of the team. By handling general clerical tasks and multi-line phone systems, the Administrative Assistant will help create a productive work environment. Ultimately, this role is essential for enabling our professionals to focus on their core responsibilities while ensuring that administrative functions are executed seamlessly.

Minimum Qualifications:

• High school diploma or equivalent.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Preferred Qualifications:

• Associate's degree in business administration or a related field.
• Experience in a professional services environment.
• Familiarity with project management software.

Responsibilities:

• Manage and maintain executives' calendars, scheduling appointments and meetings efficiently.
• Coordinate travel arrangements, including booking flights, accommodations, and transportation.
• Answer and direct incoming calls on a multi-line phone system, providing excellent customer service.
• Organize and maintain office records and files, ensuring easy access to important documents.
• Assist with general clerical tasks such as data entry, document preparation, and office supply management.
• Performs other related duties as assigned.

Skills:

The required skills for this position, such as general administrative abilities and calendar management, are utilized daily to ensure that all tasks are completed efficiently and on time. Proficiency in maintaining calendars allows the Administrative Assistant to prioritize appointments and meetings effectively, minimizing scheduling conflicts. General clerical skills are essential for managing documents and records, ensuring that all information is organized and easily retrievable. The ability to handle travel arrangements is crucial for supporting team members in their professional commitments, allowing them to focus on their work. Additionally, strong communication skills are vital for managing multi-line phone systems and providing excellent service to clients and colleagues alike.

EEO/AA Employer/Veteran/Disabled Statement:  

VDA provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.

VDA is committed to maintaining a workplace free from discrimination, harassment, and retaliation. Employment decisions, including recruitment, hiring, compensation, promotion, training, discipline, and termination, are based on business needs, qualifications, merit, and performance.

VDA maintains an affirmative action program consistent with applicable legal requirements and is committed to taking affirmative steps to ensure equal employment opportunities for qualified individuals. VDA supports the employment and advancement of qualified individuals with disabilities, protected veterans, and other individuals covered by applicable affirmative action obligations.

VDA is the global leader in vertical transportation consulting and inspection services. We’ve helped clients with their vertical transportation needs since 1980. Our expertise and services impact the design, reliability, lifespan and safety of vertical transportation equipment.