*JOB SUMMARY* Under the supervision of the Administrative Manager, the Administrative Assistant will support the Onsite Services Team at Kaleidoscope by executing administrative and organizational functions. This role involves organizing, planning, and tracking projects and programs as assigned. PRINCIPAL DUTIES & RESPONSIBILITIES 1. Team and Executive Support (20%)

• Provide executive support, including entering time and expenses, calendar management, booking travel, and general communications as needed/requested
• Assist in scheduling and coordinating onsite client meetings and other internal meetings including booking rooms, ordering food, reservations, etc. as requested by team, as well as resource loading
• Allocating inbox emails daily as needed
• Assembles slide decks and presentations upon request
• Sends communications out as needed on behalf of leadership
• Supports ongoing PTO calendar needs

2. Office Management (10%)

• Conducts ordering of Kaleidoscope branded materials.
• Manages supplier expirations and renewals.

3 Program/Project Administration (60%)

• Background, e-verify and Drug Testing Potential Employees
• Organizer of Onboarding Checklist and Processes
• Sending weekly reports out per request to team members
• Supporting ad hoc requests for compiling/inputting/reporting out information needed for business functions.
• Approve and process vendor/sub-contractor invoices specific to projects

4. Administrative Support (10%)

• Setup, tracks and updates vendor/subcontractor registration
• Receives, processes, and approves contractor requests
• Serves as backup for the Hospitality and Office Coordinator role as needed
• Timesheet Support, approving, downloading and weekly reminders
• Updated contact list on a frequent basis.
• Supports requests for sub-contractors

QUALIFICATIONS Education/Experience

• Knowledge and skills at a level normally acquired through the completion of an associate degree in a related field
• 3+ years of administrative experience supporting senior level management
• Experience with a time and expense system, preferred

Licenses/Credentials/Certifications

• N/A

Skills/Specialized Knowledge/Abilities

• Calm, patient, diplomatic, and positive attitude
• Strong attention to detail
• Prioritizes own wide-ranging workload and works independently
• Take ownership of all responsibilities (and involves upper management as necessary)
• Assists team to prioritize and complete tasks to deliver desired outcomes within allotted time frames
• Maintains the highest levels of confidentiality regarding business and staff information
• Impeccable written/oral communication skills
• Advanced knowledge of Microsoft Office applications: Word, Excel, PowerPoint, Outlook; experience with Deltek Vantagepoint highly desirable
• Ability to work collaboratively with colleagues and vendors
• Strong work ethic
• Actively seeks ways to assist the team and improve processes
• Exceptional organizational and planning skills
• Actively engages at company events, training, and self-development
• Consistent attendance with minimal unplanned absences

WORKING CONDITIONS Tools and Equipment Used

• Personal computer, copier, fax, phone, and other typical office equipment.