Administrative Assistant

We are seeking an agile, proactive, and highly organized Administrative Assistant for a 6-month contract opportunity (with potential for extension or conversion) located at our Majestic Building (formerly Atwater) in Malvern, PA.

In this role, you will directly support two key leaders within the Personal Investor Technology (PITech) department. The ideal candidate thrives in a hybrid environment, seamlessly balancing collaborative teamwork with independent execution. You'll be the operational glue for the team-managing complex calendars, coordinating travel, handling expenses, and staying one step ahead of daily logistics.

Position Details

• Job Title: Administrative Assistant
• Location: Malvern, PA (Hybrid - Majestic/Atwater Building)
• Duration: 6-Month Contract (Possibility for extension or conversion)
• Pay Rate: $30.00 - $35.00 / hour
• Work Schedule: Full-time (8:30 AM - 5:00 PM, with flexibility on start/end times)
• Travel: None

Core Responsibilities

• Calendar & Meeting Management: Actively maintain and manage complex calendars for leaders and the department. Schedule meetings, coordinate locations/virtual links, notify attendees, and track RSVPs.
• Travel & Expense Coordination: Plan and book corporate travel arrangements. Efficiently submit expense reports and manage reimbursement documentation.
• Department Logistics: Order and maintain an inventory of department office supplies. Coordinate catering and refreshments for meetings and events as requested.
• Space & Crew Coordination: Support department logistics and crew movement utilizing internal tools (Planon).
• Communications: Draft, type, and prepare professional memos, correspondence, reports, meeting minutes, and presentations.
• Professional Representation: Serve as a highly professional point of contact, effectively representing PITech leadership and maintaining strict confidentiality.
• Special Projects: Participate in ad-hoc projects and perform other administrative duties as assigned to support management.

Position Requirements

Required Hard Skills & Experience

• Experience: Minimum of 3-5 years of administrative or secretarial experience, preferably supporting leadership within a medium-to-large corporate environment.
• Calendar Management: Proven track record of managing heavy, shifting calendars and resolving scheduling conflicts proactively.
• Software Proficiency: Advanced proficiency in the Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Communication: Exceptional written and verbal communication skills with a strong corporate presence.

Preferred Skills (A Huge Plus)

• Experience utilizing Concur for travel booking and expense reporting.
• Experience with facility/space management software (e.g., Planon).
• Prior experience rolling off a relevant project contract, demonstrating an ability to ramp up quickly.

Education

• High School Diploma or equivalent combination of training and experience required.
• Associate's degree or Secretarial School degree preferred.

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact ....

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

location: Malvern,
job type: Permanent
salary: 30 - 35 USD per hour

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact ....

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

Any consideration of a background check would be an individualized assessment based on the applicant or employee's specific record and the duties and requirements of the specific job.