Torchora
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Key Responsibilities and Required Skills for Assistant Administrator

💰 $40,000 - $65,000

AdministrationOperationsOffice ManagementHuman ResourcesFinance

🎯 Role Definition

The Assistant Administrator supports day-to-day organizational operations by providing administrative leadership, stakeholder communication, and process execution to ensure efficient office management and compliance. This role combines calendar and meeting coordination, financial and HR support, records and facilities administration, vendor and contract management, and operational reporting. The Assistant Administrator works cross-functionally with management, HR, finance, IT, and external partners to deliver timely, accurate, and confidential administrative services.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant / Administrative Coordinator
  • Office Coordinator / Receptionist
  • Executive Assistant (junior or specialty roles)

Advancement To:

  • Office Manager / Senior Administrator
  • Operations Manager / Administrative Manager
  • Practice Manager / Program Manager
  • Executive Assistant to C-level / Director of Administration

Lateral Moves:

  • HR Coordinator / HR Generalist
  • Project Coordinator / Project Administrator
  • Facilities Coordinator / Operations Coordinator

Core Responsibilities

Primary Functions

  • Provide comprehensive administrative support to one or more department heads or executive teams, including calendar management, scheduling complex meetings, coordinating travel arrangements, preparing itineraries, and managing expense reconciliations to ensure executive productivity and time optimization.
  • Serve as the primary point of contact for internal staff and external stakeholders; respond to inquiries, triage requests, and escalate issues to appropriate leaders while maintaining professional and timely communication.
  • Manage office operations including supplies procurement, vendor relationships, purchase order processing, contract tracking, and facilities coordination to maintain a safe, well-stocked, and cost-effective work environment.
  • Prepare, proofread, and distribute official correspondence, board materials, meeting agendas, presentations, and confidential documents with high attention to detail and adherence to organizational brand and compliance standards.
  • Oversee records management and retention: organize, maintain, and audit electronic and physical files, ensure secure storage, perform regular records clean-up, and support compliance with privacy and regulatory requirements.
  • Administer basic financial tasks: process invoices, support accounts payable/receivable workflows, monitor departmental budgets, reconcile expense reports, and prepare monthly budget status summaries for managers.
  • Support HR-related administration: coordinate onboarding and offboarding logistics, assist with recruitment scheduling, maintain personnel files, track mandatory trainings, and help implement HR policies and procedures.
  • Coordinate and document meetings, town halls, and project working groups: draft minutes, capture action items, follow up on deliverables, and maintain project trackers to ensure cross-functional accountability and timely execution.
  • Maintain and update CRM, ERP, HRIS, or case management systems with accurate client, vendor, employee, and contract data to support reporting and data-driven decisions.
  • Facilitate compliance and audit readiness by compiling documentation, responding to information requests, executing policy checklists, and maintaining audit logs for internal and external auditors.
  • Support program and project administration: track milestones and deliverables, maintain project schedules, produce status reports, and escalate scope, schedule, or budget variances to project leads.
  • Lead continuous process improvements: identify administrative bottlenecks, recommend efficient workflows, implement standard operating procedures (SOPs), and document best practices to increase team productivity.
  • Coordinate procurement and inventory: create requisitions, compare quotes, manage vendor onboarding paperwork, and track deliveries to ensure procurement compliance and value for money.
  • Handle confidential information with discretion, exercising sound judgment when managing personnel files, sensitive contracts, and executive communications to protect organizational integrity.
  • Support communications and stakeholder engagement: draft internal announcements, manage email distributions, coordinate event logistics, and assist with external partner outreach to sustain positive relationships and consistent messaging.
  • Assist in payroll administration tasks such as timecard verification, leave tracking, and benefit enrollment support to maintain accurate employee compensation records.
  • Prepare operational and management reports, compile data tables, create visualizations (charts, pivot tables), and present insights to leadership for performance monitoring and strategic planning.
  • Serve as liaison between IT and end-users for administrative systems, coordinate help desk requests, manage device inventories, and support software license renewals to keep staff productive.
  • Manage facility access, security clearances, and site logistics for visitors and contractors; coordinate building maintenance and space planning requests to ensure a safe and functional workplace.
  • Support grant, contract, or compliance administration by tracking deliverables, preparing documentation for funders, and helping coordinate financial and programmatic reporting.
  • Assist in risk management and incident response by documenting events, coordinating follow-up actions, and maintaining records of corrective measures and preventive controls.
  • Coordinate cross-departmental initiatives (e.g., office relocations, technology rollouts, policy updates) by managing timelines, stakeholder communications, and task lists to achieve on-time implementation.
  • Provide front-line customer service for clients, patients, or constituents: manage inquiries by phone and email, resolve routine issues, and escalate complex matters to supervisors while ensuring a positive experience.

Secondary Functions

  • Support ad-hoc reporting requests and perform exploratory data analysis to surface operational trends and support decision-making.
  • Participate in the creation and maintenance of departmental dashboards (Excel, Google Sheets, Power BI) for KPIs such as budget burn, invoice aging, and service metrics.
  • Contribute to the organization's process improvement roadmap by piloting new administrative tools, testing automation opportunities (e.g., form workflows, scheduling bots), and documenting outcomes.
  • Collaborate with business units to translate operational needs into system or vendor requirements and support vendor evaluations for administrative systems (CRM/ERP/HRIS).
  • Participate in sprint planning and agile ceremonies when assigned to operational improvement or systems projects; help define acceptance criteria and track backlog items.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced Microsoft Office proficiency (Excel – VLOOKUP, pivot tables, conditional formatting; Word; PowerPoint) and Google Workspace (Sheets, Docs, Slides) for reporting and presentations.
  • Calendar and travel management tools expertise (Outlook, Google Calendar, Concur, Egencia) to coordinate complex schedules and itineraries.
  • Familiarity with accounting and financial systems (QuickBooks, NetSuite, SAP, Oracle PeopleSoft, ADP) including invoice processing and basic ledger reconciliation.
  • Experience with CRM/ERP and HRIS platforms (Salesforce, Microsoft Dynamics, Workday, BambooHR) to maintain accurate stakeholder and employee records.
  • Strong records management and data entry accuracy, including electronic document management systems and retention policy application.
  • Ability to prepare operational dashboards and routine analytics using Excel, Google Sheets, or BI tools (Power BI, Tableau) to support management reporting.
  • Knowledge of procurement policies, purchase order workflows, vendor contract management, and basic contract review processes.
  • Proficiency in minute taking, formal correspondence drafting, and preparing executive-level briefing materials.
  • Basic project management skills (Asana, Trello, Microsoft Planner) to maintain timelines, track deliverables, and coordinate cross-functional work.
  • Familiarity with compliance and regulatory frameworks relevant to the sector (HIPAA for healthcare, FERPA for education, grant regulations for nonprofits) and audit support practices.
  • Comfortable with standard office technology: printers, copiers, audio-visual equipment, teleconferencing platforms (Zoom, Teams), and basic troubleshooting.

Soft Skills

  • Excellent written and verbal communication skills tailored to internal and external stakeholders.
  • Strong organizational skills with the ability to prioritize multiple competing tasks and meet deadlines consistently.
  • High attention to detail and a commitment to data accuracy and quality assurance.
  • Professional discretion and ethical handling of confidential information and sensitive situations.
  • Proactive problem-solving mindset with initiative to identify issues and propose practical solutions.
  • Interpersonal skills and emotional intelligence to build effective working relationships across teams.
  • Adaptability and resilience in fast-paced or changing environments.
  • Time management and multi-tasking capabilities with a focus on delivering consistent results.
  • Customer service orientation and diplomacy when interacting with clients, vendors, and colleagues.
  • Team player mindset with the ability to both lead small initiatives and support larger teams.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent.

Preferred Education:

  • Associate's degree or Bachelor's degree in Business Administration, Public Administration, Management, Human Resources, Finance, or related field.

Relevant Fields of Study:

  • Business Administration
  • Public Administration
  • Management
  • Human Resources
  • Finance / Accounting
  • Office/Operations Management

Experience Requirements

Typical Experience Range:

  • 1–5 years of progressively responsible administrative, office management, or operations support experience.

Preferred:

  • 3+ years supporting mid-level or senior leaders in a corporate, nonprofit, educational, healthcare, or government setting, with demonstrated experience in financial administration, HR support, and project coordination.
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