Shared Services Admin Assistant

The Shared Department Administrative Assistant serves as the central operational hub across multiple business units. From complex scheduling and document governance to budget tracking and vendor coordination, you will ensure shared services function efficiently so departmental teams can focus on their core deliverables.

This role requires advanced organizational acumen, a high level of discretion, and the ability to interface effectively with stakeholders across every level of the organization. Qualifications & Competencies

• Education: Bachelor’s degree in Business Administration, Management, or a related field (or equivalent professional experience).
• Experience: 4–7 years of administrative or shared services experience in a mid-to-large corporate environment, with proven cross-departmental coordination experience.
• Technical Proficiency:
• Advanced Microsoft Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, data modeling, macro familiarity).
• Advanced PowerPoint skills (master slides, executive formatting, data visualization).
• Familiarity with enterprise ERP/financial tools (e.g., SAP, Oracle, Concur) and collaboration platforms (Microsoft Teams, SharePoint).
• Core Competencies:
• Exceptional time management, prioritization, and multitasking skills under minimal supervision.
• Professional written and verbal communication skills; adept at tailoring messaging to diverse audiences.
• High emotional intelligence and diplomatic stakeholder management skills.
• Familiarity with Lean, Six Sigma, or Kaizen continuous improvement methodologies is a plus.

Physical & Work Environment Demands

• Mobility & Office Traversal: Ability to move around office buildings to deliver messages, distribute small packages, greet guests and visitors, or retrieve office supplies.
• Flexibility & Posture: Occasional bending, stooping, or reaching to access low shelves, lower drawers, or standard filing cabinets.
• Lifting & Material Handling: Ability to lift, carry, and move light to moderate loads (typically 10–25 lbs), such as boxes of printer paper, inbound courier packages, or office supply shipments.
• Stationary Work: Prolonged periods of sitting or standing at a desk while operating standard office machinery and computer equipment.
• Facility Environment: Work is conducted entirely on-site within a certified smoke-free facility.

salary: $36 - $38 per hour shift: First work hours: 8 AM - 5 PM education: Bachelors

Responsibilities

Key Responsibilities

Calendar & Meeting Operations: Manage multi-team calendars across time zones. Coordinate hybrid/onsite meeting logistics, draft agendas, take minutes, and track action items.

Documentation & Records: Maintain digital repositories (SharePoint/Drive) with strict version control, standardized naming, and audit-ready archiving for SOPs and charters.

Budget & Financial Support: Track departmental spend across cost centers, reconcile monthly ledger entries with Finance, monitor invoices, and flag budget variances.

Cross-Functional Communication: Serve as first point of contact for internal inquiries, route requests, and draft operational updates, memos, and intranet announcements.

Vendor & Procurement: Maintain vendor registries, support contract renewals, compare quotes, and oversee supply inventory and orders.

Events & Onboarding: Coordinate new-hire onboarding logistics (workspaces, IT provisioning) and organize workshops and team events from booking to wrap-up.

Process Improvement: Audit administrative workflows and apply Lean/Kaizen methods to eliminate bottlenecks and automate manual tasks.

Compliance & Security: Safeguard confidential information, maintain record retention policies, and pull files for internal/external audits.

Special Projects: Conduct research, gather data, and help build tracking dashboards, intranet pages, and executive presentations.

The essential functions of this role include:

• working in a smoke free environment
• manual lifting up to 25lbs

Skills

• Calendar and Time Management
• Meeting Coordination
• Project Coordination
• Documentation Management
• Knowledge Management
• Financial Administration
• Stakeholder Management
• Event Planning and Logistics
• Process Improvement
• Data Security Awareness
• Compliance
• Data Analysis
• Technical Proficiency

Qualifications

• Years of experience: 3 years
• Experience level: Experienced

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.

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 HRsupport@randstadusa.com.

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.