emporary Administrative Assistant - Vantage Point Consulting

Job Description:

• The CLIENT is partnering with several organizations to transition the management of Fermilab to a new contractor. We are seeking a highly organized and proactive Administrative Assistant to support the transition team with a range of administrative functions. This role involves scheduling, drafting communications, planning meetings, and managing various projects. The ideal candidate will be detail-oriented, capable of multitasking, and possess excellent communication skills.

Key Responsibilities:

1. Scheduling & Calendar Management:

o Coordinate and manage executive and team calendars.

o Schedule and confirm appointments, meetings, and events.

o Handle travel arrangements and accommodations as needed.

2. Drafting Communications:

o Draft, proofread, and edit internal and external communications, including emails, memos, and reports.

o Prepare and distribute meeting agendas, minutes, and follow-up action items.

o Serve as a liaison between departments and external partners.

3. Meeting & Event Planning:

o Organize and coordinate meetings and events.

o Prepare meeting materials and ensure all logistical arrangements are in place.

o Follow up on action items and track progress to ensure timely completion.

4. Project Management:

o Assist with planning and executing various projects.

o Monitor project timelines and deadlines, ensuring deliverables are met.

o Prepare status reports and update stakeholders on project progress.

Job Skills & Competencies:

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Communication Skills: Excellent written and verbal communication skills; ability to draft clear, professional documents and correspondence.
• Attention to Detail: Strong focus on accuracy and thoroughness in all tasks.
• Time Management: Capable of managing time efficiently and meeting deadlines.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software (e.g., Asana, Trello).
• Interpersonal Skills: Strong ability to work collaboratively with team members and interact professionally with clients and stakeholders.
• Problem-Solving: Ability to identify issues and develop practical solutions.
• Discretion: Ability to handle highly sensitive information with confidentiality.

Education & Experience:

• High School Diploma or equivalent required; Associate degree or higher preferred.
• Minimum of 2-3 years of administrative experience, preferably in a corporate or professional setting.
• Experience in project management and event planning is a plus.