Job Description

Administrative Assistant

12-month Contract-to-full-time

Glen Allen, VA

Hybrid: On-site (Monday-Thursday), Remote (Friday)

Job Summary

The Transmission Strategic Initiatives group of Brooksource’s Fortune 250 Energy/Utility client is seeking an Administrative Assistant to provide advanced clerical, administrative, and secretarial support to Electric Transmission Strategic Initiatives (ETSI) leadership (1 director, 4 managers) and departmental staff (60). Responsibilities include managing day-to-day office functions, supporting internal processes, and assisting with onboarding, procurement, and event coordination. The role involves interaction with internal teams, vendors, and new employees, ensuring seamless operational support and adherence to company policies and procedures.

Primary Responsibilities

• Perform general administrative duties including answering calls, scheduling appointments and meetings, processing mail/faxes, maintaining office supplies, and composing correspondence.
• Assist with onboarding processes including Form I-9 verification, NERC training, and access setup for new hires and interns.
• Support meetings and events by organizing logistics for team gatherings, luncheons, and conferences.
• Order and maintain inventory of office supplies and equipment, coordinating with vendors and internal systems.
• Provide support for IT coordination and equipment management, ensuring the readiness of laptops and other technology for staff and interns.
• Help with intern programs, including onboarding, off-boarding, and program support.
• Process and track purchasing requisitions and invoices using SAP; maintain WBS numbers and ensure compliance with financial guidelines.
• Support Supply Chain in coordinating and tracking contract and purchase timelines.
• Arrange travel for supervisors, managers, and directors, including booking transportation and lodging.
• Assist in compiling and distributing monthly ETSI organizational charts.
• Distribute interoffice mail and ensure proper handling of incoming/outgoing communications.
• Manage facilities ticket tracking system to coordinate and monitor requests for maintenance, moves, and repairs.

Knowledge, Skills, and Abilities (Minimum Requirements)

• Minimum of 3+ years of directly related administrative experience.
• Proficient in collecting, compiling, and analyzing data and information.
• Strong written and verbal communication skills.
• Skilled in using computerized and standard office equipment.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Working knowledge of SAP for procurement, budgeting support, invoicing, creating requisitions, setting up new hires for them to log timesheets, etc.
• Ability to understand and follow company policies and procedures.
• Demonstrated clerical and administrative proficiency with attention to detail and accuracy.
• Organized, dependable, friendly, eager to learn and grow.
• High School Diploma or GED required.

What’s in it for you?

A welcoming, team environment where you will be provided an opportunity to work with a Fortune 250 company in Richmond, VA.

Eight Eleven Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.

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