18 Administrative Assistants jobs in Madison
Administrative Support Specialist
53786 Madison, Wisconsin
APTIM
Posted 4 days ago
Job Viewed
Job Description
**Job Overview:**
APTIM's Energy Transition team is seeking a proactive and detail-oriented **Administrative Support Specialist** to join our Focus on Energy Administration team. This role plays a critical part in the success of Focus on Energy programs by owning critical administrative processes, delivering thoughtful, solutions-oriented service to customers and stakeholders, and contributing to compliance and data analysis efforts. With a strong focus on systems, accuracy, and customer service, this position supports both daily operations and long-term goals program goals.
As a key member of the administrative team, the **Administrative Support Specialist** will lead essential administrative and operational functions, contribute to internal and external compliance activities, develop and maintain contact center reporting and data insights, provide backup support to the customer service team, and serve as a liaison across departments and to external partners. The ideal candidate will be resourceful, collaborative and committed to operational excellence and high-quality service that contributes to the overall success of the Focus on Energy portfolio.
Focus on Energy is Wisconsin's statewide energy efficiency and renewable energy program, serving 107 utilities and supporting nearly 200,000 utility customers annually. APTIM has served as Program Administrator since 2011, helping deliver measurable energy savings and high-quality customer support.
APTIM's Energy Transition team is a recognized leader in the marketplace. Our technical experts deliver highly innovative projects and complex client solutions providing the full breadth of energy solutions including energy management, carbon management, smart energy infrastructure, distributed energy resources (DER), and carbon-free mobility solutions. Our consultant proactively collaborates with clients to define and implement strategies and campaigns around key business drivers, with the primary focus of finding and delivering high-impact projects exceeding expectations and meeting the unique needs of our commercial and retail clients.
**Key Responsibilities/Accountabilities:**
+ Coordinate and execute a wide range of administrative tasks to support program operations and team efficiency.
+ Support both internal and external compliance activities, including audit preparation, document and contract deliverable tracking, and quality assurance reviews.
+ Provide backup support for the customer service team by responding to inquiries via phone, email, and Zendesk, ensuring timely and professional service to program participants.
+ Develop and maintain customer service dashboards and reports using Zendesk and Excel; analyze and share actionable insights with internal teams.
+ Manage the Trade Ally registration process and facilitate necessary updates and communications across systems and teams.
+ Monitor ACH payment requests and coordinate with internal teams to ensure timely, accurate system updates.
+ Act as a liaison across departments and with external stakeholders to support collaboration and effective communication.
+ Identify opportunities for improved processes and tools; contribute to ongoing efficiency improvements.
+ Support a positive, inclusive team culture by actively participating in meetings, trainings, and knowledge-sharing activities.
+ Ensure compliance with all APTIM quality and safety policies as well as OSHA regulations.
+ All other duties as assigned.
**Basic Qualifications:**
+ High school diploma or GED.
+ 2-4+ years of progressively responsible experience in administrative operations or customer service.
+ Proven success managing complex workflows and balancing multiple priorities with accuracy and efficiency.
+ Skilled in analyzing data, identifying trends, and recommending process improvements.
+ Ability to manage multiple priorities and meet deadlines in a collaborative team environment.
+ Strong written and verbal communication and collaboration skills.
+ Proven experience developing and maintaining relationships with internal colleagues and external stakeholders.
+ Self-starter with the ability to manage time, work independently and prioritize projects within established deadlines and handle multiple tasks simultaneously.
+ Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and SharePoint).
+ Experience with CRM systems and tracking systems.
**Desired/Preferred Qualifications:**
+ Associate or bachelor's degree.
+ 1+ years in the energy efficiency industry.
+ Experience using Zendesk, Microsoft Dynamics 365, and/or Formstack.
+ Previous experience supporting utility or incentive-based programs.
+ Experience analyzing customer service data and/or building reports and dashboards.
**About APTIM:**
APTIM is committed to accelerating the transition toward a clean and efficient energy economy, building a sustainable future for our communities and natural world, and creating a more inclusive and equitable environment that celebrates the diversity of our communities. We specialize in environmental, resilience, and sustainability and energy solutions, as well as technical and data solutions, program management, and critical infrastructure. For every challenge our clients face, there is an opportunity for APTIM to innovate a fit-for-purpose solution that will raise your organization or community to a new standard of excellence.
What you can expect from APTIM:
+ Work that is worthy of your time and talent
+ Respect and flexibility to live a full life at work and at home
+ Dogged determination to deliver for our clients and communities
+ A voice in making our company better
+ Investment into your personal and professional development
As of the date of this posting, a good faith estimate of the current pay range for this position is $24.04 to $28.85 per hour. Compensation depends on several factors including experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.
Aptim Environmental & Infrastructure, LLC is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace .
+ Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and 10+ carriers to find the right benefits that work for them in their location.
+ Life insurance
+ Short-term and long-term disability insurance
+ Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)
+ 401(k) APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in. The details of the largest plan are found here:
+ APTIM 2025 401(k) Plan Features (makeityoursource.com) ( APTIM - Helpful Documents
**Watch our video:**
**About APTIM - In Pursuit of Better**
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
Applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may make their request known by e-mailing or calling for assistance.
EOE/Vets/Disability
APTIM's Energy Transition team is seeking a proactive and detail-oriented **Administrative Support Specialist** to join our Focus on Energy Administration team. This role plays a critical part in the success of Focus on Energy programs by owning critical administrative processes, delivering thoughtful, solutions-oriented service to customers and stakeholders, and contributing to compliance and data analysis efforts. With a strong focus on systems, accuracy, and customer service, this position supports both daily operations and long-term goals program goals.
As a key member of the administrative team, the **Administrative Support Specialist** will lead essential administrative and operational functions, contribute to internal and external compliance activities, develop and maintain contact center reporting and data insights, provide backup support to the customer service team, and serve as a liaison across departments and to external partners. The ideal candidate will be resourceful, collaborative and committed to operational excellence and high-quality service that contributes to the overall success of the Focus on Energy portfolio.
Focus on Energy is Wisconsin's statewide energy efficiency and renewable energy program, serving 107 utilities and supporting nearly 200,000 utility customers annually. APTIM has served as Program Administrator since 2011, helping deliver measurable energy savings and high-quality customer support.
APTIM's Energy Transition team is a recognized leader in the marketplace. Our technical experts deliver highly innovative projects and complex client solutions providing the full breadth of energy solutions including energy management, carbon management, smart energy infrastructure, distributed energy resources (DER), and carbon-free mobility solutions. Our consultant proactively collaborates with clients to define and implement strategies and campaigns around key business drivers, with the primary focus of finding and delivering high-impact projects exceeding expectations and meeting the unique needs of our commercial and retail clients.
**Key Responsibilities/Accountabilities:**
+ Coordinate and execute a wide range of administrative tasks to support program operations and team efficiency.
+ Support both internal and external compliance activities, including audit preparation, document and contract deliverable tracking, and quality assurance reviews.
+ Provide backup support for the customer service team by responding to inquiries via phone, email, and Zendesk, ensuring timely and professional service to program participants.
+ Develop and maintain customer service dashboards and reports using Zendesk and Excel; analyze and share actionable insights with internal teams.
+ Manage the Trade Ally registration process and facilitate necessary updates and communications across systems and teams.
+ Monitor ACH payment requests and coordinate with internal teams to ensure timely, accurate system updates.
+ Act as a liaison across departments and with external stakeholders to support collaboration and effective communication.
+ Identify opportunities for improved processes and tools; contribute to ongoing efficiency improvements.
+ Support a positive, inclusive team culture by actively participating in meetings, trainings, and knowledge-sharing activities.
+ Ensure compliance with all APTIM quality and safety policies as well as OSHA regulations.
+ All other duties as assigned.
**Basic Qualifications:**
+ High school diploma or GED.
+ 2-4+ years of progressively responsible experience in administrative operations or customer service.
+ Proven success managing complex workflows and balancing multiple priorities with accuracy and efficiency.
+ Skilled in analyzing data, identifying trends, and recommending process improvements.
+ Ability to manage multiple priorities and meet deadlines in a collaborative team environment.
+ Strong written and verbal communication and collaboration skills.
+ Proven experience developing and maintaining relationships with internal colleagues and external stakeholders.
+ Self-starter with the ability to manage time, work independently and prioritize projects within established deadlines and handle multiple tasks simultaneously.
+ Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and SharePoint).
+ Experience with CRM systems and tracking systems.
**Desired/Preferred Qualifications:**
+ Associate or bachelor's degree.
+ 1+ years in the energy efficiency industry.
+ Experience using Zendesk, Microsoft Dynamics 365, and/or Formstack.
+ Previous experience supporting utility or incentive-based programs.
+ Experience analyzing customer service data and/or building reports and dashboards.
**About APTIM:**
APTIM is committed to accelerating the transition toward a clean and efficient energy economy, building a sustainable future for our communities and natural world, and creating a more inclusive and equitable environment that celebrates the diversity of our communities. We specialize in environmental, resilience, and sustainability and energy solutions, as well as technical and data solutions, program management, and critical infrastructure. For every challenge our clients face, there is an opportunity for APTIM to innovate a fit-for-purpose solution that will raise your organization or community to a new standard of excellence.
What you can expect from APTIM:
+ Work that is worthy of your time and talent
+ Respect and flexibility to live a full life at work and at home
+ Dogged determination to deliver for our clients and communities
+ A voice in making our company better
+ Investment into your personal and professional development
As of the date of this posting, a good faith estimate of the current pay range for this position is $24.04 to $28.85 per hour. Compensation depends on several factors including experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.
Aptim Environmental & Infrastructure, LLC is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace .
+ Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and 10+ carriers to find the right benefits that work for them in their location.
+ Life insurance
+ Short-term and long-term disability insurance
+ Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)
+ 401(k) APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in. The details of the largest plan are found here:
+ APTIM 2025 401(k) Plan Features (makeityoursource.com) ( APTIM - Helpful Documents
**Watch our video:**
**About APTIM - In Pursuit of Better**
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
Applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may make their request known by e-mailing or calling for assistance.
EOE/Vets/Disability
View Now
0
Logistics Administrative Support Specialist
53527 Cottage Grove, Wisconsin
ALCIVIA
Posted 3 days ago
Job Viewed
Job Description
ALCIVIA is growing and looking to add a full-time Logistics Administrative Support Specialist at our Cottage Grove, WI Headquarters location. Are you looking for a company where work-life balance is respected, honest effort is rewarded, and your contribution is appreciated? You're looking for ALCIVIA.
Pay Type: Hourly Rate, bi-weekly.
Work Setting: Onsite, In-Office.
Work Location: 1401 Landmark Drive, Cottage Grove, WI 53527.
Core Work Schedule: Monday - Friday, 8:00am to 4:30pm.
Benefits: Full-time benefit eligibility begins the 1st of the month following date of hire.
ALCIVIA is looking for a Logistics Administrative Support Specialist to perform various functions, which primarily involve providing outstanding administrative support to internal and external customers. This position will mainly be working on office administrative work within our computer systems and providing administrative assistance to our Logistics Managers/Coordinators.
Logistics Administrative Support Specialist Required Skills & Qualifications:
Pay Type: Hourly Rate, bi-weekly.
Work Setting: Onsite, In-Office.
Work Location: 1401 Landmark Drive, Cottage Grove, WI 53527.
Core Work Schedule: Monday - Friday, 8:00am to 4:30pm.
Benefits: Full-time benefit eligibility begins the 1st of the month following date of hire.
- Medical Insurance, Health Savings Account (with Employer contributions), Dental Insurance, Vision Insurance, Flexible Spending Accounts, Critical Illness Insurance, Group Accident Insurance, Group Hospital Insurance, Legal Shield, and ID Shield.
- 401K company match up to 6% and 100% vested day one.
- Paid Parental Leave.
- Paid Time Off, Paid Holidays, and Paid Volunteer Time Off.
- 100% Company-Paid Benefits : Short-Term Disability, Long-Term Disability, Life and AD&D Insurance, Employee Assistance Program.
- Company-Paid Training and Development Opportunities : Tuition Reimbursement, Certifications & Licenses, and more.
- Company Clothing Annual Allowance.
- Company Video:
- Visit our Company Social Media Accounts: Facebook and LinkedIn.
ALCIVIA is looking for a Logistics Administrative Support Specialist to perform various functions, which primarily involve providing outstanding administrative support to internal and external customers. This position will mainly be working on office administrative work within our computer systems and providing administrative assistance to our Logistics Managers/Coordinators.
- Plan shipments based on product availability and customer requests and enters these into the computer systems of use
- Track orders to ensure orders were delivered
- Prepare invoices and purchase orders for internal and external customers
- Code and approve billing invoices
- May assist Logistics Managers/Coordinators in dispatching drivers
- Maintain updated records of orders, suppliers, and customers
- Provides information to drivers and customers regarding the status of their orders
- Handles accounts receivables and payables for Logistics
- May assist Logistics Managers/Coordinators in dispatching drivers
- Support cross-divisional collaboration
- Help in other areas of the business as bandwidth allows
- Other duties as assigned
Logistics Administrative Support Specialist Required Skills & Qualifications:
- High school diploma or GED is required
- Associate degree preferred or equivalent Logistics Administrator experience is preferred
- Knowledge of logistics software or transport management systems is preferred
- Customer Service experience is required
- Agriculture knowledge is preferred
- Proficient computer experience in Microsoft Office Applications
- Comfortable with numbers and office procedures
- Understanding of purchase receipts and invoices
- Excellent verbal communication skills
- Customer focus
- Sales and service focused mindset
- Attention to detail and problem-solving skills
- Excellent time management skills and the ability to prioritize work
- Strong organizational skills with the ability to multi-task
- A desire to be proactive and create a positive experience for others
- Communication proficiency
- Teamwork oriented
- Technical capacity
- Safety first mindset
- ALCIVIA Locations:
View Now
1
Administrative Assistant
53786 Madison, Wisconsin
ManpowerGroup
Posted 9 days ago
Job Viewed
Job Description
Our client, a leader in inventive electrical solutions, is seeking an Administrative Assistant to join their team. As an Administrative Assistant, you will be part of a collaborative environment supporting various departments. The ideal candidate will have strong organizational skills, excellent communication abilities, and a keen attention to detail, which will align successfully in the organization.
**Job Title:** Administrative Assistant (3-Month+ Contract)
**Location:** Oregon, WI
**Pay Range:** $20+/hr.
**What's the Job?**
+ Perform general administrative tasks, including data entry, document preparation, and filing.
+ Manage correspondence, emails, and phone calls in a professional manner.
+ Assist in scheduling meetings, maintaining calendars, and coordinating travel arrangements.
+ Prepare reports, spreadsheets, and presentations using MS Word and Excel.
+ Maintain office supplies and ensure a well-organized workspace.
**What's Needed?**
+ Proficiency in Microsoft Word and Excel.
+ Prior administrative or office support experience preferred.
+ Strong organizational and multitasking abilities.
+ Excellent written and verbal communication skills.
+ Attention to detail and problem-solving skills.
**What's in it for me?**
+ Opportunity to gain hands-on experience in administrative operations.
+ Potential for contract extension based on performance and business needs.
+ Work in a supportive and collaborative environment.
+ Develop your professional skills and network.
+ Engage in meaningful work that contributes to the organization.
**Upon completion of waiting period associates are eligible for:**
+ Medical and Prescription Drug Plans
+ Dental Plan
+ Supplemental Life Insurance
+ Short Term Disability Insurance
+ 401(k)
If this is a role that interests you and you'd like to learn more, click apply now and a recruiter will be in touch with you to discuss this great opportunity. We look forward to speaking with you!
**About ManpowerGroup, Parent Company of: Manpower, Experis, Talent Solutions, and Jefferson Wells**
_ManpowerGroup® (NYSE: MAN), the leading global workforce solutions company, helps organizations transform in a fast-changing world of work by sourcing, assessing, developing, and managing the talent that enables them to win. We develop innovative solutions for hundreds of thousands of organizations every year, providing them with skilled talent while finding meaningful, sustainable employment for millions of people across a wide range of industries and skills. Our expert family of brands -_ **_Manpower, Experis, Talent Solutions, and Jefferson Wells_** _-_ creates substantial value for candidates and clients across more than 75 countries and territories and has done so for over 70 years. We are recognized consistently for our diversity - as a best place to work for Women, Inclusion, Equality and Disability and in 2023 ManpowerGroup was named one of the World's Most Ethical Companies for the 14th year - all confirming our position as the brand of choice for in-demand talent.
ManpowerGroup is committed to providing equal employment opportunities in a professional, high quality work environment. It is the policy of ManpowerGroup and all of its subsidiaries to recruit, train, promote, transfer, pay and take all employment actions without regard to an employee's race, color, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, religion, age, disability, protected veteran status, or any other basis protected by applicable law.
**Job Title:** Administrative Assistant (3-Month+ Contract)
**Location:** Oregon, WI
**Pay Range:** $20+/hr.
**What's the Job?**
+ Perform general administrative tasks, including data entry, document preparation, and filing.
+ Manage correspondence, emails, and phone calls in a professional manner.
+ Assist in scheduling meetings, maintaining calendars, and coordinating travel arrangements.
+ Prepare reports, spreadsheets, and presentations using MS Word and Excel.
+ Maintain office supplies and ensure a well-organized workspace.
**What's Needed?**
+ Proficiency in Microsoft Word and Excel.
+ Prior administrative or office support experience preferred.
+ Strong organizational and multitasking abilities.
+ Excellent written and verbal communication skills.
+ Attention to detail and problem-solving skills.
**What's in it for me?**
+ Opportunity to gain hands-on experience in administrative operations.
+ Potential for contract extension based on performance and business needs.
+ Work in a supportive and collaborative environment.
+ Develop your professional skills and network.
+ Engage in meaningful work that contributes to the organization.
**Upon completion of waiting period associates are eligible for:**
+ Medical and Prescription Drug Plans
+ Dental Plan
+ Supplemental Life Insurance
+ Short Term Disability Insurance
+ 401(k)
If this is a role that interests you and you'd like to learn more, click apply now and a recruiter will be in touch with you to discuss this great opportunity. We look forward to speaking with you!
**About ManpowerGroup, Parent Company of: Manpower, Experis, Talent Solutions, and Jefferson Wells**
_ManpowerGroup® (NYSE: MAN), the leading global workforce solutions company, helps organizations transform in a fast-changing world of work by sourcing, assessing, developing, and managing the talent that enables them to win. We develop innovative solutions for hundreds of thousands of organizations every year, providing them with skilled talent while finding meaningful, sustainable employment for millions of people across a wide range of industries and skills. Our expert family of brands -_ **_Manpower, Experis, Talent Solutions, and Jefferson Wells_** _-_ creates substantial value for candidates and clients across more than 75 countries and territories and has done so for over 70 years. We are recognized consistently for our diversity - as a best place to work for Women, Inclusion, Equality and Disability and in 2023 ManpowerGroup was named one of the World's Most Ethical Companies for the 14th year - all confirming our position as the brand of choice for in-demand talent.
ManpowerGroup is committed to providing equal employment opportunities in a professional, high quality work environment. It is the policy of ManpowerGroup and all of its subsidiaries to recruit, train, promote, transfer, pay and take all employment actions without regard to an employee's race, color, national origin, ancestry, sex, sexual orientation, gender identity, genetic information, religion, age, disability, protected veteran status, or any other basis protected by applicable law.
View Now
2
Administrative Specialist
53786 Madison, Wisconsin
Meta
Posted 9 days ago
Job Viewed
Job Description
**Summary:**
Meta is seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and expense reporting for a number of clients. Administrative Specialists provide remote support to clients across the Company and its locations. This is a full time position.
**Required Skills:**
Administrative Specialist Responsibilities:
1. Provide remote high-volume calendaring, travel, and expense support
2. Provide Administrative services during designated support hours
3. Manage complex calendars for multiple clients
4. Schedule internal and external meetings for multiple clients
5. Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
6. Learn and utilize internal and external tools to provide calendar support
7. Establish ongoing relationship and communications with clients to learn business priorities and apply to support
8. Partner with clients and other Administrative Assistants for meeting coordination
9. Provide proactive time management recommendations to clients
10. Coordinate domestic and international travel arrangements via Concur
11. Prepare and submit corporate card expense reports
12. Maintain program scope of support within agreed-upon service level agreements
13. Educate and inform clients on program goals, scope and service level agreements
14. Draft and send communications to clients about transitions or changes in support
15. Provide coverage support for Admin Specialist colleagues
16. Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing
**Minimum Qualifications:**
Minimum Qualifications:
17. 3+ years of relevant high-volume coordination experience
18. 3+ years of relevant experience providing administrative support to 2 or more executives
19. 3+ years of relevant experience managing calendars for 2 or more executives
20. Experience prioritizing multiple tasks and activities
21. Experience with Microsoft Office, Google Suite, Concur or similar programs
22. Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
**Preferred Qualifications:**
Preferred Qualifications:
23. Experience supporting 3+ or more executives simultaneously
24. 3+ years of experience coordinating travel logistics on behalf of 2 or more executives
25. 3+ years of experience managing expense reports
26. Experience building relationships across a larger company
27. Demonstrated customer focus, preferably in a customer service or front of house environment
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
Meta is seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and expense reporting for a number of clients. Administrative Specialists provide remote support to clients across the Company and its locations. This is a full time position.
**Required Skills:**
Administrative Specialist Responsibilities:
1. Provide remote high-volume calendaring, travel, and expense support
2. Provide Administrative services during designated support hours
3. Manage complex calendars for multiple clients
4. Schedule internal and external meetings for multiple clients
5. Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
6. Learn and utilize internal and external tools to provide calendar support
7. Establish ongoing relationship and communications with clients to learn business priorities and apply to support
8. Partner with clients and other Administrative Assistants for meeting coordination
9. Provide proactive time management recommendations to clients
10. Coordinate domestic and international travel arrangements via Concur
11. Prepare and submit corporate card expense reports
12. Maintain program scope of support within agreed-upon service level agreements
13. Educate and inform clients on program goals, scope and service level agreements
14. Draft and send communications to clients about transitions or changes in support
15. Provide coverage support for Admin Specialist colleagues
16. Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing
**Minimum Qualifications:**
Minimum Qualifications:
17. 3+ years of relevant high-volume coordination experience
18. 3+ years of relevant experience providing administrative support to 2 or more executives
19. 3+ years of relevant experience managing calendars for 2 or more executives
20. Experience prioritizing multiple tasks and activities
21. Experience with Microsoft Office, Google Suite, Concur or similar programs
22. Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
**Preferred Qualifications:**
Preferred Qualifications:
23. Experience supporting 3+ or more executives simultaneously
24. 3+ years of experience coordinating travel logistics on behalf of 2 or more executives
25. 3+ years of experience managing expense reports
26. Experience building relationships across a larger company
27. Demonstrated customer focus, preferably in a customer service or front of house environment
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
View Now
3
Administrative Specialist
53786 Madison, Wisconsin
Meta
Posted 9 days ago
Job Viewed
Job Description
**Summary:**
Meta is seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and expense reporting for a number of clients. Administrative Specialists provide remote support to clients across the Company and its locations. This is a full time position.
**Required Skills:**
Administrative Specialist Responsibilities:
1. Provide remote high-volume calendaring, travel, and expense support
2. Provide Administrative services during designated support hours
3. Manage complex calendars for multiple clients
4. Schedule internal and external meetings for multiple clients
5. Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
6. Learn and utilize internal and external tools to provide calendar support
7. Establish ongoing relationship and communications with clients to learn business priorities and apply to support
8. Partner with clients and other Administrative Assistants for meeting coordination
9. Provide proactive time management recommendations to clients
10. Coordinate domestic and international travel arrangements via Concur
11. Prepare and submit corporate card expense reports
12. Maintain program scope of support within agreed-upon service level agreements
13. Educate and inform clients on program goals, scope and service level agreements
14. Draft and send communications to clients about transitions or changes in support
15. Provide coverage support for Admin Specialist colleagues
16. Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing
**Minimum Qualifications:**
Minimum Qualifications:
17. 3+ years of relevant high-volume coordination experience
18. 3+ years of relevant experience providing administrative support to 2 or more executives
19. 3+ years of relevant experience managing calendars for 2 or more executives
20. Experience prioritizing multiple tasks and activities
21. Experience with Microsoft Office, Google Suite, Concur or similar programs
22. Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
**Preferred Qualifications:**
Preferred Qualifications:
23. Experience supporting 3+ or more executives simultaneously
24. 3+ years of experience coordinating travel logistics on behalf of 2 or more executives
25. 3+ years of experience managing expense reports
26. Experience building relationships across a larger company
27. Demonstrated customer focus, preferably in a customer service or front of house environment
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
Meta is seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and expense reporting for a number of clients. Administrative Specialists provide remote support to clients across the Company and its locations. This is a full time position.
**Required Skills:**
Administrative Specialist Responsibilities:
1. Provide remote high-volume calendaring, travel, and expense support
2. Provide Administrative services during designated support hours
3. Manage complex calendars for multiple clients
4. Schedule internal and external meetings for multiple clients
5. Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
6. Learn and utilize internal and external tools to provide calendar support
7. Establish ongoing relationship and communications with clients to learn business priorities and apply to support
8. Partner with clients and other Administrative Assistants for meeting coordination
9. Provide proactive time management recommendations to clients
10. Coordinate domestic and international travel arrangements via Concur
11. Prepare and submit corporate card expense reports
12. Maintain program scope of support within agreed-upon service level agreements
13. Educate and inform clients on program goals, scope and service level agreements
14. Draft and send communications to clients about transitions or changes in support
15. Provide coverage support for Admin Specialist colleagues
16. Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing
**Minimum Qualifications:**
Minimum Qualifications:
17. 3+ years of relevant high-volume coordination experience
18. 3+ years of relevant experience providing administrative support to 2 or more executives
19. 3+ years of relevant experience managing calendars for 2 or more executives
20. Experience prioritizing multiple tasks and activities
21. Experience with Microsoft Office, Google Suite, Concur or similar programs
22. Experience exercising judgment and discretion while utilizing company policies and practices to determine appropriate action
**Preferred Qualifications:**
Preferred Qualifications:
23. Experience supporting 3+ or more executives simultaneously
24. 3+ years of experience coordinating travel logistics on behalf of 2 or more executives
25. 3+ years of experience managing expense reports
26. Experience building relationships across a larger company
27. Demonstrated customer focus, preferably in a customer service or front of house environment
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
View Now
4
Accounting/Administrative Assistant
53786 Madison, Wisconsin
Robert Half
Posted 6 days ago
Job Viewed
Job Description
Description
Accounting/Administrative Assistant role in Madison, WI. For immediate consideration contact Jon Wright at .
Robert Half is looking for an Accounting/Administrative Assistant for a private club in Madison whose primary responsibilities include answering phones and directing questions, AR, AP, deposits, check runs, etc. The ideal candidate will have solid related experience and be comfortable in a very collaborative team environment and willing to work on ad hoc projects when needed.
Responsibilities:
- Process accounts payable and accounts receivable transactions, ensuring accuracy and timely completion.
- Perform data entry tasks to maintain organized and up-to-date financial records.
- Handle bank deposits and manage check runs in accordance with company procedures.
- Answer and direct incoming telephone calls with exceptional customer service.
- Sort and distribute incoming mail to ensure efficient communication within the organization.
- Assist with general administrative tasks to support office operations.
- Provide backup support to other team members in the administrative and accounting department.
- Maintain confidentiality and exercise discretion when handling sensitive information.
- Contribute to the preparation of financial reports and documentation as required.
- Collaborate with team members to improve workflows and processes.
Requirements
- Minimum of 2 years of experience in accounting or administrative roles.
- High School Diploma; Associates Degree in Accounting or related field preferred
- Proficiency in managing accounts payable and accounts receivable processes.
- Strong data entry skills with attention to detail and accuracy.
- Familiarity with handling deposits and check runs.
- Excellent communication skills for managing inbound telephone calls.
- Ability to sort and manage incoming mail efficiently.
- Strong organizational skills and ability to multitask effectively.
- Commitment to maintaining confidentiality and professionalism in all tasks.
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
Accounting/Administrative Assistant role in Madison, WI. For immediate consideration contact Jon Wright at .
Robert Half is looking for an Accounting/Administrative Assistant for a private club in Madison whose primary responsibilities include answering phones and directing questions, AR, AP, deposits, check runs, etc. The ideal candidate will have solid related experience and be comfortable in a very collaborative team environment and willing to work on ad hoc projects when needed.
Responsibilities:
- Process accounts payable and accounts receivable transactions, ensuring accuracy and timely completion.
- Perform data entry tasks to maintain organized and up-to-date financial records.
- Handle bank deposits and manage check runs in accordance with company procedures.
- Answer and direct incoming telephone calls with exceptional customer service.
- Sort and distribute incoming mail to ensure efficient communication within the organization.
- Assist with general administrative tasks to support office operations.
- Provide backup support to other team members in the administrative and accounting department.
- Maintain confidentiality and exercise discretion when handling sensitive information.
- Contribute to the preparation of financial reports and documentation as required.
- Collaborate with team members to improve workflows and processes.
Requirements
- Minimum of 2 years of experience in accounting or administrative roles.
- High School Diploma; Associates Degree in Accounting or related field preferred
- Proficiency in managing accounts payable and accounts receivable processes.
- Strong data entry skills with attention to detail and accuracy.
- Familiarity with handling deposits and check runs.
- Excellent communication skills for managing inbound telephone calls.
- Ability to sort and manage incoming mail efficiently.
- Strong organizational skills and ability to multitask effectively.
- Commitment to maintaining confidentiality and professionalism in all tasks.
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
View Now
5
Administrative Assistant IV
53786 Madison, Wisconsin
Lumen
Posted 9 days ago
Job Viewed
Job Description
**About Lumen**
Lumen connects the world. We are igniting business growth by connecting people, data and applications - quickly, securely, and effortlessly. Together, we are building a culture and company from the people up - committed to teamwork, trust and transparency. People power progress.
We're looking for top-tier talent and offer the flexibility you need to thrive and deliver lasting impact. Join us as we digitally connect the world and shape the future.
**The Role**
This role will be supporting Regional Vice Presidents within Mass Markets Engineering, Construction and Field Operations. Under minimal supervision and acting on own initiative, performs advanced administrative support for executive level managers. Assignments typically involve work of a confidential nature and require extensive knowledge of department, business unit and company practices, policies, and programs. Typically this level of administrative assistant supports large and complex groups.
**Location and Schedule**
This is a fully remote position open to candidates located anywhere in the United States. The role requires flexibility to support teams and clients across all U.S. time zones, with a primary focus on Pacific, Mountain, and Central time zones.
**The Main Responsibilities**
+ Assembles and analyzes information, prepares reports, presentations, manuals, agendas, correspondences and memoranda.
+ Coordinates activities across departments and possibly business units.
+ Acting on own initiative, this position will perform administrative support for an executive VP team working in a fast-paced, demanding work environment.
+ Utilizes critical thinking skills and a thorough knowledge of the business and organization to prioritize advanced level executive administrative work.
+ Accurately and professionally handles multiple simultaneous high priority issues.
+ Drives priorities and critical items through task lists and manages short-term and long-term schedules
+ Coordinates activities across departments
+ Ensures cross training of other administrative staff for back up support
+ Organizes and maintains calendars- arranging, coordinating and prioritizing scheduling and logistics
+ Accurately and professionally handles multiple simultaneous high priority tasks
+ Accurately and efficiently conducts normal administrative tasks such as processing expense reports, invoice processing, supply orders, meal arrangements, office files, etc. and uses general office equipment
+ Provides professional visitor greeting, telephone and email coverage - accurate message taking, redirecting calls and emails with warm hand offs where appropriate, and resolving routine and non-routine inquiries
+ Other duties as required
**What We Look For in a Candidate**
+ Bachelors' degree or equivalent
+ 5+ years' recent experience working with or supporting a senior executive, or equivalent experience
+ Proven ability to succeed in a demanding, fast-paced environment, maintaining a strong sense of urgency
+ Effective organizational skills with focus on confidentiality, accuracy and attention to detail
+ Excellent verbal and written communication skills
+ Ability to anticipate and proactively resolve potential issues; demonstrating sound judgement / decision-making
+ Demonstrates a positive attitude, resourcefulness and maintains composure in high pressure situations
+ Experience working for a global company; coordinating between various time zones
+ Able to provide support to a widely dispersed team
+ Proficient in Microsoft Office products - Outlook, Word, Excel, PowerPoint, etc.
+ Experience with Zoom, SKYPE and other collaborative meeting forums
+ Experience with other electronic and web-based systems (such as SAP and Concur) to process invoices, travel arrangements, etc.
+ Schedule flexibility to work outside of routine hours
+ Availability for occasional travel to offsite meetings
**Compensation**
This information reflects the anticipated base salary range for this position based on current national data. Minimums and maximums may vary based on location. Individual pay is based on skills, experience and other relevant factors.
Location Based Pay Ranges:
$48,700 - $5,000 in these states: AL, AR, AZ, FL, GA, IA, ID, IN, KS, KY, LA, ME, MO, MS, MT, ND, NE, NM, OH, OK, PA, SC, SD, TN, UT, VT, WI, WV, and WY.
51,188 - 68,250 in these states: CO, HI, MI, MN, NC, NH, NV, OR, and RI.
53,625 - 71,500 in these states: AK, CA, CT, DC, DE, IL, MA, MD, NJ, NY, TX, VA, and WA.
Lumen offers a comprehensive package featuring a broad range of Health, Life, Voluntary Lifestyle benefits and other perks that enhance your physical, mental, emotional and financial wellbeing. We're able to answer any additional questions you may have about our bonus structure (short-term incentives, long-term incentives and/or sales compensation) as you move through the selection process.
Learn more about Lumen's:
+ Benefits ( Bonus Structure
**What to Expect Next**
#LI-IW1
Requisition #: 338787
**Background Screening**
If you are selected for a position, there will be a background screen, which may include checks for criminal records and/or motor vehicle reports and/or drug screening, depending on the position requirements. For more information on these checks, please refer to the Post Offer section of our FAQ page ( . Job-related concerns identified during the background screening may disqualify you from the new position or your current role. Background results will be evaluated on a case-by-case basis.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
**Equal Employment Opportunities**
We are committed to providing equal employment opportunities to all persons regardless of race, color, ancestry, citizenship, national origin, religion, veteran status, disability, genetic characteristic or information, age, gender, sexual orientation, gender identity, gender expression, marital status, family status, pregnancy, or other legally protected status (collectively, "protected statuses"). We do not tolerate unlawful discrimination in any employment decisions, including recruiting, hiring, compensation, promotion, benefits, discipline, termination, job assignments or training.
**Disclaimer**
The job responsibilities described above indicate the general nature and level of work performed by employees within this classification. It is not intended to include a comprehensive inventory of all duties and responsibilities for this job. Job duties and responsibilities are subject to change based on evolving business needs and conditions.
In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Please be advised that Lumen does not require any form of payment from job applicants during the recruitment process. All legitimate job openings will be posted on our official website or communicated through official company email addresses. If you encounter any job offers that request payment in exchange for employment at Lumen, they are not for employment with us, but may relate to another company with a similar name.
**Application Deadline**
07/19/2025
Lumen connects the world. We are igniting business growth by connecting people, data and applications - quickly, securely, and effortlessly. Together, we are building a culture and company from the people up - committed to teamwork, trust and transparency. People power progress.
We're looking for top-tier talent and offer the flexibility you need to thrive and deliver lasting impact. Join us as we digitally connect the world and shape the future.
**The Role**
This role will be supporting Regional Vice Presidents within Mass Markets Engineering, Construction and Field Operations. Under minimal supervision and acting on own initiative, performs advanced administrative support for executive level managers. Assignments typically involve work of a confidential nature and require extensive knowledge of department, business unit and company practices, policies, and programs. Typically this level of administrative assistant supports large and complex groups.
**Location and Schedule**
This is a fully remote position open to candidates located anywhere in the United States. The role requires flexibility to support teams and clients across all U.S. time zones, with a primary focus on Pacific, Mountain, and Central time zones.
**The Main Responsibilities**
+ Assembles and analyzes information, prepares reports, presentations, manuals, agendas, correspondences and memoranda.
+ Coordinates activities across departments and possibly business units.
+ Acting on own initiative, this position will perform administrative support for an executive VP team working in a fast-paced, demanding work environment.
+ Utilizes critical thinking skills and a thorough knowledge of the business and organization to prioritize advanced level executive administrative work.
+ Accurately and professionally handles multiple simultaneous high priority issues.
+ Drives priorities and critical items through task lists and manages short-term and long-term schedules
+ Coordinates activities across departments
+ Ensures cross training of other administrative staff for back up support
+ Organizes and maintains calendars- arranging, coordinating and prioritizing scheduling and logistics
+ Accurately and professionally handles multiple simultaneous high priority tasks
+ Accurately and efficiently conducts normal administrative tasks such as processing expense reports, invoice processing, supply orders, meal arrangements, office files, etc. and uses general office equipment
+ Provides professional visitor greeting, telephone and email coverage - accurate message taking, redirecting calls and emails with warm hand offs where appropriate, and resolving routine and non-routine inquiries
+ Other duties as required
**What We Look For in a Candidate**
+ Bachelors' degree or equivalent
+ 5+ years' recent experience working with or supporting a senior executive, or equivalent experience
+ Proven ability to succeed in a demanding, fast-paced environment, maintaining a strong sense of urgency
+ Effective organizational skills with focus on confidentiality, accuracy and attention to detail
+ Excellent verbal and written communication skills
+ Ability to anticipate and proactively resolve potential issues; demonstrating sound judgement / decision-making
+ Demonstrates a positive attitude, resourcefulness and maintains composure in high pressure situations
+ Experience working for a global company; coordinating between various time zones
+ Able to provide support to a widely dispersed team
+ Proficient in Microsoft Office products - Outlook, Word, Excel, PowerPoint, etc.
+ Experience with Zoom, SKYPE and other collaborative meeting forums
+ Experience with other electronic and web-based systems (such as SAP and Concur) to process invoices, travel arrangements, etc.
+ Schedule flexibility to work outside of routine hours
+ Availability for occasional travel to offsite meetings
**Compensation**
This information reflects the anticipated base salary range for this position based on current national data. Minimums and maximums may vary based on location. Individual pay is based on skills, experience and other relevant factors.
Location Based Pay Ranges:
$48,700 - $5,000 in these states: AL, AR, AZ, FL, GA, IA, ID, IN, KS, KY, LA, ME, MO, MS, MT, ND, NE, NM, OH, OK, PA, SC, SD, TN, UT, VT, WI, WV, and WY.
51,188 - 68,250 in these states: CO, HI, MI, MN, NC, NH, NV, OR, and RI.
53,625 - 71,500 in these states: AK, CA, CT, DC, DE, IL, MA, MD, NJ, NY, TX, VA, and WA.
Lumen offers a comprehensive package featuring a broad range of Health, Life, Voluntary Lifestyle benefits and other perks that enhance your physical, mental, emotional and financial wellbeing. We're able to answer any additional questions you may have about our bonus structure (short-term incentives, long-term incentives and/or sales compensation) as you move through the selection process.
Learn more about Lumen's:
+ Benefits ( Bonus Structure
**What to Expect Next**
#LI-IW1
Requisition #: 338787
**Background Screening**
If you are selected for a position, there will be a background screen, which may include checks for criminal records and/or motor vehicle reports and/or drug screening, depending on the position requirements. For more information on these checks, please refer to the Post Offer section of our FAQ page ( . Job-related concerns identified during the background screening may disqualify you from the new position or your current role. Background results will be evaluated on a case-by-case basis.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
**Equal Employment Opportunities**
We are committed to providing equal employment opportunities to all persons regardless of race, color, ancestry, citizenship, national origin, religion, veteran status, disability, genetic characteristic or information, age, gender, sexual orientation, gender identity, gender expression, marital status, family status, pregnancy, or other legally protected status (collectively, "protected statuses"). We do not tolerate unlawful discrimination in any employment decisions, including recruiting, hiring, compensation, promotion, benefits, discipline, termination, job assignments or training.
**Disclaimer**
The job responsibilities described above indicate the general nature and level of work performed by employees within this classification. It is not intended to include a comprehensive inventory of all duties and responsibilities for this job. Job duties and responsibilities are subject to change based on evolving business needs and conditions.
In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
Please be advised that Lumen does not require any form of payment from job applicants during the recruitment process. All legitimate job openings will be posted on our official website or communicated through official company email addresses. If you encounter any job offers that request payment in exchange for employment at Lumen, they are not for employment with us, but may relate to another company with a similar name.
**Application Deadline**
07/19/2025
View Now
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6
Administrative Assistant, Admin Coverage
53786 Madison, Wisconsin
Meta
Posted 9 days ago
Job Viewed
Job Description
**Summary:**
Meta is seeking an experienced Administrative Assistant to support a number of executives on a rotational basis for the Admin Coverage team. The person in this role will need to be an experienced problem-solver, detail oriented and organizationally skilled to manage nuanced calendaring and travel planning for multiple executives at once. Additionally, the ideal candidate will have effective communication skills, and will be resourceful in building relationships across the larger Meta ecosystem.
**Required Skills:**
Administrative Assistant, Admin Coverage Responsibilities:
1. Coordinate internal and external meetings for multiple executives
2. Manage complex calendar set-up and movement
3. Prepare expense reports and purchase requisitions
4. Coordinate both domestic and international travel arrangements
**Minimum Qualifications:**
Minimum Qualifications:
5. 3+ years of relevant experience providing administrative support to multiple executives
6. 3+ years of relevant experience coordinating travel logistics on behalf of multiple executives
7. 3+ years of relevant calendar management and expense report management experience for multiple executives
8. Demonstrated experience in successfully balancing competing priorities
**Preferred Qualifications:**
Preferred Qualifications:
9. BA/BS
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
Meta is seeking an experienced Administrative Assistant to support a number of executives on a rotational basis for the Admin Coverage team. The person in this role will need to be an experienced problem-solver, detail oriented and organizationally skilled to manage nuanced calendaring and travel planning for multiple executives at once. Additionally, the ideal candidate will have effective communication skills, and will be resourceful in building relationships across the larger Meta ecosystem.
**Required Skills:**
Administrative Assistant, Admin Coverage Responsibilities:
1. Coordinate internal and external meetings for multiple executives
2. Manage complex calendar set-up and movement
3. Prepare expense reports and purchase requisitions
4. Coordinate both domestic and international travel arrangements
**Minimum Qualifications:**
Minimum Qualifications:
5. 3+ years of relevant experience providing administrative support to multiple executives
6. 3+ years of relevant experience coordinating travel logistics on behalf of multiple executives
7. 3+ years of relevant calendar management and expense report management experience for multiple executives
8. Demonstrated experience in successfully balancing competing priorities
**Preferred Qualifications:**
Preferred Qualifications:
9. BA/BS
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
View Now
7
Bilingual Administrative Assistant - JOR
53786 Madison, Wisconsin
National Youth Advocate Program
Posted 9 days ago
Job Viewed
Job Description
**Working At NYAP?**
+ NYAP's commitment to doing what is best for children, youth, and their families is a core value and one that we look for in our newest team members?
+ 33 Paid days off each year?(11 holidays + 22 days PTO)?
+ Healthcare Benefits for you and your family?
+ Pet insurance that provides discounts and reimbursements?
+ Competitive salaries and benefits, including a 401(k), Summer Hours Off (Half-day Fridays and Work Anniversary Trips!)?
+ Mileage Reimbursement, Phone Allowance, Student Loan Repayment Assistance, CEU's and ongoing trainings/education?
+ Why Work with Us?Exciting Benefits and Opportunities at NYAP?
The Administrative Assistant position for La Jornada provides the opportunity to perform a variety of administrative tasks that promote efficiency in the daily operations of the office. Requires excellent people relations skills, knowledge of office systems, basic bookkeeping skills, and sound knowledge of agency programs, procedures, and policies. Incumbents must be well organized and able to effectively interact with agency staff and the public?
**?RESPONSIBILITIES?**
The Administrative Assistant will perform administrative duties including, but not limited to:?
+ Perform all work in a manner consistent with the National Youth Advocate Program's mission, values, and philosophies?
+ Flexible hours?
+ Arrange annual conferences, regional conferences, training sessions and workshops, and all other public relation events as requested?
+ Enter all program information into computer, maintain databases, and update all changes, additions, deletions, etc?
+ Provide quarterly and annual reports on all children served by the agency?
+ Coordinate newspaper advertisements for the program, advocates, and agency employees?
+ Collaborate and provide support to the designated manager, team, and/or other administrative staff as needed?
+ Provide appropriate documentation for the payment of all expenses incurred by the agency and maintain an ongoing log of agency bills and expenditures if required?
+ Attend meetings and record and distribute meeting minutes as assigned by the Director or designee?
+ Provide any statistical data as required?
+ Maintain adequate office supplies?
+ Coordinate office equipment purchases, maintenance, and maintenance contracts?
+ Provide notary public services for the agency?
+ Provide general administrative support services for the assigned office?
+ Perform other additional responsibilities as required?
**MINIMUM QUALIFICATIONS?**
+ High School Diploma or GED equivalent?
+ Previous experience and proficiency in the use of various office machines, including computers?
+ Basic bookkeeping skills and experience?
+ Proficiency with Microsoft Office, including Excel and Word?
+ Proficient use of desktop and laptop computers, internet search, people management programs, smart phones and tablets, printers, fax machines and photocopiers as well as software including word processing, spreadsheet and database programs?
+ Bilingual (English/Spanish). Fluency in Spanish is required?
+ Minimum automobile insurance coverage of $100,000/300,000 bodily liability coverage?
+ 21 years of age, valid state driver's license, a reliable personal vehicle, and a good driving record?
**OTHER SKILLS?**
+ Excellent customer service and communication skills?
+ Sensitivity to cultural diversity?
+ Enthusiastic self-starter?
+ Excellent oral and written communication skills?
+ Strong organizational and administrative skills?
+ Effective problem-solving and decision-making skills?
+ Works well independently and as a team member?
**PHYSICAL DEMANDS?**
+ Use of manual dexterity, tactile, visual, and audio acuity?
+ Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands?
+ Occasional lifting (up to 25 pounds), bending, pulling, and carrying?
+ Ability to travel frequently and drive a vehicle while sitting for extended periods, with frequency varying based on program demands?
+ Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job?
We are an Equal Opportunity Employer who celebrates diversity and is committed to creating an inclusive environment for all employees by prohibiting discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law?
Are YOU energized when you see a child flourish?
If so, the National Youth Advocate Program is looking for **YOU** !
If this describes YOU, please apply and our talent acquisition team will review your experience and credentials.
Considerations:
We are safely and successfully working out in the community and in group home settings.
**Qualifications**
**An Equal Opportunity Employer, including disability/veterans.**
An Equal Opportunity Employer, including disability/veterans.
+ NYAP's commitment to doing what is best for children, youth, and their families is a core value and one that we look for in our newest team members?
+ 33 Paid days off each year?(11 holidays + 22 days PTO)?
+ Healthcare Benefits for you and your family?
+ Pet insurance that provides discounts and reimbursements?
+ Competitive salaries and benefits, including a 401(k), Summer Hours Off (Half-day Fridays and Work Anniversary Trips!)?
+ Mileage Reimbursement, Phone Allowance, Student Loan Repayment Assistance, CEU's and ongoing trainings/education?
+ Why Work with Us?Exciting Benefits and Opportunities at NYAP?
The Administrative Assistant position for La Jornada provides the opportunity to perform a variety of administrative tasks that promote efficiency in the daily operations of the office. Requires excellent people relations skills, knowledge of office systems, basic bookkeeping skills, and sound knowledge of agency programs, procedures, and policies. Incumbents must be well organized and able to effectively interact with agency staff and the public?
**?RESPONSIBILITIES?**
The Administrative Assistant will perform administrative duties including, but not limited to:?
+ Perform all work in a manner consistent with the National Youth Advocate Program's mission, values, and philosophies?
+ Flexible hours?
+ Arrange annual conferences, regional conferences, training sessions and workshops, and all other public relation events as requested?
+ Enter all program information into computer, maintain databases, and update all changes, additions, deletions, etc?
+ Provide quarterly and annual reports on all children served by the agency?
+ Coordinate newspaper advertisements for the program, advocates, and agency employees?
+ Collaborate and provide support to the designated manager, team, and/or other administrative staff as needed?
+ Provide appropriate documentation for the payment of all expenses incurred by the agency and maintain an ongoing log of agency bills and expenditures if required?
+ Attend meetings and record and distribute meeting minutes as assigned by the Director or designee?
+ Provide any statistical data as required?
+ Maintain adequate office supplies?
+ Coordinate office equipment purchases, maintenance, and maintenance contracts?
+ Provide notary public services for the agency?
+ Provide general administrative support services for the assigned office?
+ Perform other additional responsibilities as required?
**MINIMUM QUALIFICATIONS?**
+ High School Diploma or GED equivalent?
+ Previous experience and proficiency in the use of various office machines, including computers?
+ Basic bookkeeping skills and experience?
+ Proficiency with Microsoft Office, including Excel and Word?
+ Proficient use of desktop and laptop computers, internet search, people management programs, smart phones and tablets, printers, fax machines and photocopiers as well as software including word processing, spreadsheet and database programs?
+ Bilingual (English/Spanish). Fluency in Spanish is required?
+ Minimum automobile insurance coverage of $100,000/300,000 bodily liability coverage?
+ 21 years of age, valid state driver's license, a reliable personal vehicle, and a good driving record?
**OTHER SKILLS?**
+ Excellent customer service and communication skills?
+ Sensitivity to cultural diversity?
+ Enthusiastic self-starter?
+ Excellent oral and written communication skills?
+ Strong organizational and administrative skills?
+ Effective problem-solving and decision-making skills?
+ Works well independently and as a team member?
**PHYSICAL DEMANDS?**
+ Use of manual dexterity, tactile, visual, and audio acuity?
+ Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands?
+ Occasional lifting (up to 25 pounds), bending, pulling, and carrying?
+ Ability to travel frequently and drive a vehicle while sitting for extended periods, with frequency varying based on program demands?
+ Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job?
We are an Equal Opportunity Employer who celebrates diversity and is committed to creating an inclusive environment for all employees by prohibiting discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law?
Are YOU energized when you see a child flourish?
If so, the National Youth Advocate Program is looking for **YOU** !
If this describes YOU, please apply and our talent acquisition team will review your experience and credentials.
Considerations:
We are safely and successfully working out in the community and in group home settings.
**Qualifications**
**An Equal Opportunity Employer, including disability/veterans.**
An Equal Opportunity Employer, including disability/veterans.
View Now
8
Administrative Assistant, Admin Coverage
53786 Madison, Wisconsin
Meta
Posted 9 days ago
Job Viewed
Job Description
**Summary:**
Meta is seeking an experienced Administrative Assistant to support a number of executives on a rotational basis for the Admin Coverage team. The person in this role will need to be an experienced problem-solver, detail oriented and organizationally skilled to manage nuanced calendaring and travel planning for multiple executives at once. Additionally, the ideal candidate will have effective communication skills, and will be resourceful in building relationships across the larger Meta ecosystem.
**Required Skills:**
Administrative Assistant, Admin Coverage Responsibilities:
1. Coordinate internal and external meetings for multiple executives
2. Manage complex calendar set-up and movement
3. Prepare expense reports and purchase requisitions
4. Coordinate both domestic and international travel arrangements
**Minimum Qualifications:**
Minimum Qualifications:
5. 3+ years of relevant experience providing administrative support to multiple executives
6. 3+ years of relevant experience coordinating travel logistics on behalf of multiple executives
7. 3+ years of relevant calendar management and expense report management experience for multiple executives
8. Demonstrated experience in successfully balancing competing priorities
**Preferred Qualifications:**
Preferred Qualifications:
9. BA/BS
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
Meta is seeking an experienced Administrative Assistant to support a number of executives on a rotational basis for the Admin Coverage team. The person in this role will need to be an experienced problem-solver, detail oriented and organizationally skilled to manage nuanced calendaring and travel planning for multiple executives at once. Additionally, the ideal candidate will have effective communication skills, and will be resourceful in building relationships across the larger Meta ecosystem.
**Required Skills:**
Administrative Assistant, Admin Coverage Responsibilities:
1. Coordinate internal and external meetings for multiple executives
2. Manage complex calendar set-up and movement
3. Prepare expense reports and purchase requisitions
4. Coordinate both domestic and international travel arrangements
**Minimum Qualifications:**
Minimum Qualifications:
5. 3+ years of relevant experience providing administrative support to multiple executives
6. 3+ years of relevant experience coordinating travel logistics on behalf of multiple executives
7. 3+ years of relevant calendar management and expense report management experience for multiple executives
8. Demonstrated experience in successfully balancing competing priorities
**Preferred Qualifications:**
Preferred Qualifications:
9. BA/BS
**Public Compensation:**
$31.88/hour to $47.50/hour + bonus + equity + benefits
**Industry:** Internet
**Equal Opportunity:**
Meta is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Meta participates in the E-Verify program in certain locations, as required by law. Please note that Meta may leverage artificial intelligence and machine learning technologies in connection with applications for employment.
Meta is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know at
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