Administrative Assistant

Job Description

Administrative Assistant III

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📍 Location: Milwaukee, WI, US

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🏢 Industry: Financial Services

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💼 Work Setting: On-Site

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Are you a proactive professional who excels at organization, communication, and multitasking? This role offers the opportunity to support leaders and teams, manage critical administrative processes, coordinate meetings and travel, and serve as a key resource for departmental operations.

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The Administrative Assistant is responsible for providing comprehensive administrative support to department leadership and team members. This role handles a wide range of administrative, organizational, and communication tasks while maintaining confidentiality, accuracy, and professionalism.

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Success in this position requires strong organizational skills, attention to detail, excellent communication abilities, and the capability to manage multiple priorities in a fast-paced environment.

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Key Responsibilities

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Administrative & Office Support

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• Provide administrative support to department leadership and staff.

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• Manage daily administrative operations and workflow coordination.

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• Serve as a resource for office procedures, policies, and administrative processes.

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• Ensure assignments and deliverables are completed accurately and on time.

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Calendar & Meeting Management

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• Organize and schedule:

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• Meetings

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• Appointments

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• Team Events

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• Conference Calls

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• Coordinate meeting logistics and room reservations.

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• Prepare meeting materials and agendas.

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• Record and distribute meeting minutes when required.

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Document Preparation & Reporting

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• Create and maintain:

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• Spreadsheets

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• Presentations

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• Reports

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• Letters

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• Memos

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• Forms

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• Business Documents

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• Assist with preparing and updating departmental reports and dashboards.

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• Ensure documentation is accurate, organized, and professionally presented.

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Technology & Systems Support

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• Act as a departmental point of contact for technology-related requests.

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• Coordinate technology access and support services.

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• Assist employees with basic system and equipment needs.

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• Support departmental technology and office equipment administration.

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Office Operations & Supply Management

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• Monitor office inventory and supply levels.

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• Anticipate departmental needs and order supplies accordingly.

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• Maintain organized office resources and administrative materials.

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• Ensure efficient office operations and resource availability.

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Travel & Expense Administration

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• Coordinate business travel arrangements, including:

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• Flights

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• Hotels

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• Transportation

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• Travel Itineraries

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• Prepare and process expense reports.

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• Monitor invoices and support payment-related activities.

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• Reconcile travel and business expenses accurately.

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Project & Departmental Support

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• Support special projects and department initiatives.

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• Assist leadership with operational and administrative assignments.

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• Coordinate project-related documentation and communications.

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• Provide administrative support for departmental programs and activities.

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Communication & Stakeholder Support

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• Serve as a professional point of contact for internal and external stakeholders.

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• Facilitate effective communication within the department.

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• Respond to inquiries and route requests appropriately.

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• Maintain strong working relationships across teams.

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Confidentiality & Compliance

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• Handle confidential and sensitive information with discretion.

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• Maintain professionalism and integrity in all interactions.

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• Adhere to company policies regarding information security and records management.

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Required Qualifications

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Education

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• High School Diploma or equivalent required.

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• College coursework or additional administrative training preferred.

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Experience

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• 3+ years of administrative assistant, office coordinator, executive support, or related experience.

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• Experience supporting leaders, teams, or departments in a professional office environment.

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Technical Skills

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Microsoft Office

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• Microsoft Word

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• Microsoft Excel

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• Microsoft PowerPoint

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• Microsoft Outlook

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Administrative Systems

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• Calendar Management

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• Expense Reporting

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• Document Management

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• Office Technology Support

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Reporting & Documentation

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• Spreadsheet Creation

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• Presentation Development

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• Dashboard Support

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• Record Management

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Key Skills

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• Administrative Support

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• Calendar Management

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• Meeting Coordination

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• Travel Coordination

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• Expense Management

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• Documentation & Reporting

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• Office Administration

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• Organizational Skills

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• Time Management

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• Problem Solving

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• Written & Verbal Communication

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• Confidentiality

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