Admin Specialist

Job#: 2010733

Job Description:

Apex Systems is actively recruiting for an Administrative Support Specialist to provide overall front office support to our clients headquarters and administrative assistance to two C-suite leaders in Arlington, VA. This position plays a crucial role in ensuring the smooth operations of our clients corporate office, as well as creating a welcoming and professional environment for visitors and staff. Additionally, the Administrative Support Specialist is responsible for providing calendar and meeting management, coordination of travel arrangements, and other various project support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO).
This position reports onsite weekly Mondays, Wednesdays, and Fridays, and on an as needed basis Tuesdays and Thursdays, to the corporate headquarters in Arlington, VA. If you or anyone you know would be interested in this position, please apply now or send all resumes to [email protected]
  • Greet office visitors, answer and direct phone calls, and maintain an orderly office space
  • Receive, sort, and distribute incoming and outgoing mail, FedEx, and deliveries
  • Order and maintain office supplies and materials, company swag, and weekly meals: adhering to established budgets, tracking inventory levels, and anticipating needs
  • Track monthly expenses, prepare, and submit office and administrative expense reports
  • Provide support to CEO and COO to include but not limited to:
    • Calendar management, prioritizing events and addressing any conflicting appointments or priorities
    • Schedule and organize meetings/appointments
    • Make and Coordinate travel and accommodation arrangements
    • Create and submit expense reports
  • Manage confidential and sensitive information with discretion and professionalism
  • Record minutes for monthly executive leadership meetings
  • Provide support and assistance to human resources:
    • Coordinate the shipment and return of company equipment and swag
    • Assist with event planning
    • Scan and file personnel documents to ensure that company records are up to date
  • Organize swag and other marketing materials for forums, events, and job fairs
  • Perform a variety of clerical tasks, such as filing, copying, and organizing paperwork
  • Manage contracts and payments for office vendors, maintaining comprehensive and accurate records
  • Provide administrative support with writing and editing e-mails, drafting memos, and preparing communications as requested
  • Coordinate the release and addition of phone numbers to AT&T
  • Other duties as assigned
  • Bachelor’s degree required
  • A minimum of 1 year experience working as an Administrative Assistant in an office environment providing a high level of customer service
  • Exceptional organizational, time management, and problem-solving skills
  • Ability to multi-task and prioritize work
  • Strong written and verbal communication skills, with the ability to effectively communicate with leaders at the executive level
  • Demonstrated ability to maintain confidentiality and handle sensitive information with discretion and professionalism
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Ability to work independently and as part of a team
  • A track record of having attention to detail and delivering high quality results
  • Pursuant to government contracts, this position requires U.S. Citizenship status









EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or 844-463-6178.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Employee Type:

Arlington, VA, US

Job Type:

Date Posted:
January 16, 2024