Administrative Assistant 5

Administrative Assistant 5 For Led Faststart

The Administrative Assistant 5 for LED FastStart provides essential programmatic and administrative support to the LED FastStart program, with a primary focus on supporting the Senior Director Training and Development. The position ensures efficient coordination of daily operations, logistical support for meetings and travel, document preparation, and communication flow within the FastStart team. This role requires a high level of discretion, independence, and initiative in handling sensitive information and interacting with staff, clients, contractors, and external partners.

Job Duties :

As an Administrative Assistant 5, you will be essential in assisting the FastStart Team on the day-to-day operations. In this role, you will :

• Provide direct administrative support to the Senior Director, Training and Development, LED FastStart staff, and project managers.
• Manage calendars, schedule appointments, screen calls, take messages, and ensure timely communication and follow-up.
• Coordinate and arrange travel, obtain approvals, and submit travel authorizations and expense reports.
• Prepare letters, reports, meeting materials (agendas, handouts, binders), and offer technical support for presentations; attend selected meetings and record / transcribe minutes.
• Provide logistical support for internal / external meetings, client and prospect visits, and maintain organized files and records.
• Maintain purchasing card records and ensure compliance with procurement policies; route incoming correspondence to appropriate staff.
• Serve as liaison with internal administrative departments (Human Resources, Fiscal, Information Systems).
• Perform data entry and maintain accuracy in the training database; assist with contract and amendment preparation as needed.
• Support time and attendance reporting and offer high-level executive / administrative assistance, including schedule coordination and document handling.
• Assist with program-wide administrative functions, special projects, and initiatives; help maintain a professional, welcoming environment for staff, partners, and visitors.
• Serve as back-up to the front desk receptionist when necessary.

Work Experience :

Minimum Qualifications

Four years of experience in administrative services.

Experience substitution :

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.