Job Description

Job Title: Administrative Assistant
Location: Valparaiso, IN
Rate: $30 - $37/hr
Work Model: Hybrid (Onsite Tuesday–Thursday, Remote Monday & Friday)
Contract Length: October 1, 2026 – September 30, 2027
Extension: Strong possibility of extension
Employment Type: W-2 Only
Work Authorization: U.S. Citizens Only | Green Card holders also eligible; no visa sponsorship available

Position Overview

We are seeking an experienced and highly organized Administrative Assistant to provide day-to-day administrative and operational support to management and/or a team in a hybrid environment. This role will be responsible for coordinating a wide range of administrative activities, helping maintain team organization, and ensuring routine business operations run smoothly and efficiently.

The ideal candidate will bring strong administrative experience, sound judgment, and the ability to work independently while managing multiple priorities. This individual will support activities such as budget assistance, travel coordination, meeting scheduling, room bookings, timesheet and expense entry, team correspondence, systems support, and staff-related administrative updates. This role requires someone who is detail-oriented, proactive, and comfortable making decisions within the scope of the position that may also impact the department.

Key Responsibilities

Administrative & Team Support

• Provide administrative support to management and/or a team in support of daily business operations.
• Coordinate and manage calendars, meetings, room reservations, and related scheduling needs.
• Support preparation, organization, and follow-up for meetings, including materials, logistics, and communication.
• Manage team correspondence and assist with routine communication needs.
• Perform general administrative and secretarial duties to support departmental effectiveness.

Travel, Expense & Timesheet Coordination

• Coordinate team travel requests and assist with travel-related logistics.
• Support timesheet entry, expense entry, and related administrative processing.
• Help ensure timely and accurate submission of administrative transactions and supporting documentation.
• Assist team members with travel, expense, and timekeeping questions or process guidance as needed.

Budget & Operational Support

• Provide administrative support related to budget tracking and budget assistance activities.
• Help organize and maintain records, documentation, and operational information needed by the team.
• Support staff changes and other team-related administrative updates.
• Assist with department requests, routing, and tracking of administrative items.

Systems & Documentation Support

• Utilize a variety of systems and tools, including word processing, spreadsheets, ERP systems, and other business software.
• Maintain accurate records, files, logs, and team documentation.
• Support system-related administrative tasks and ensure information is entered and maintained accurately.
• Prepare reports, spreadsheets, summaries, or formatted documents as needed.

Independent Work & Decision-Making

• Make decisions within the scope of the role and established authority levels.
• Independently plan, organize, and prioritize work for self while supporting team needs.
• Use sound judgment to manage competing priorities and keep administrative processes moving efficiently.
• Support activities that may have departmental impact through effective organization, follow-through, and communication.

Day-to-Day Responsibilities

• Manage calendars, meeting invites, and conference room bookings.
• Coordinate travel arrangements and team administrative requests.
• Enter timesheets, expenses, and other routine administrative information into business systems.
• Draft, format, and distribute correspondence, spreadsheets, and supporting documents.
• Maintain team records, files, and administrative trackers.
• Support budget-related administrative tasks and reporting.
• Assist with onboarding/offboarding or staff change-related administrative updates.
• Respond to internal administrative needs and help keep team operations organized.

Required Qualifications

• High school diploma required; post-secondary education preferred.
• 6+ years of administrative, executive support, office support, or related experience.
• Strong organizational skills and ability to manage multiple priorities independently.
• Experience providing administrative support to management or teams in a professional environment.
• Strong written and verbal communication skills.
• Ability to make decisions within the scope of the role and exercise sound judgment.
• Experience coordinating meetings, travel, expenses, correspondence, and general administrative workflows.
• Proficiency with word processing, spreadsheets, ERP systems, and other business software.
• Strong attention to detail, follow-through, and commitment to accuracy.

Preferred Qualifications

• Experience supporting teams in a corporate, utility, operations, or project-based environment.
• Familiarity with timekeeping, expense management, and budget support processes.
• Experience working in a hybrid environment and coordinating across onsite and remote teams.
• Strong Microsoft Office skills, especially Word, Excel, Outlook, and PowerPoint.
• Experience maintaining team documentation, records, and administrative systems.

Core Competencies

• Administrative Support
• Team Coordination
• Calendar & Meeting Management
• Travel Coordination
• Timesheet & Expense Processing
• Budget Assistance
• Systems & Documentation Support
• Organization & Prioritization
• Communication
• Attention to Detail

Ideal Candidate Profile

The ideal candidate is a dependable, proactive, and highly organized administrative professional who can work independently, manage competing priorities, and provide strong day-to-day support to a team or manager. They are comfortable handling routine administrative tasks with accuracy and professionalism, while also using judgment and initiative to keep departmental operations running smoothly.

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