Administrative Assistant

Summary:

The Administrative Assistant supports the Precision Control Systems (“PCS”) division of The Hill Group (“THG”) by providing administrative support, coordination, tracking, and follow-up across multiple initiatives. This role works closely with leadership to support Sales, Operations, Accounting, and Safety to ensure meetings, initiatives, and reporting efforts remain organized, accurate, and progressing as intended.

Key Responsibilities:

Administrative Coordination

Provide diversified administrative support to PCS leadership, including scheduling, coordination, and follow-up

Manage calendars, meetings, and travel arrangements; prepare agendas, meeting materials, and track action items

Capture and distribute meeting minutes, ensuring follow-ups are documented and assigned

Serve as an organizational hub for leadership initiatives, helping prevent tasks from being delayed or overlooked

Tracking, Reporting & Follow-Up

Track, organize, and maintain logs and reporting regarding safety, sales, compliance, and other operational initiatives

Follow up with internal teams to obtain updates, documentation, or status reports as requested

Maintain dashboards, logs, or spreadsheets to improve visibility into ongoing initiatives

Assist leadership by consolidating information

Communication

Answer, screen, and route telephone calls professionally

Assist with internal and external communications related to scheduled initiatives and projects

Maintain organized electronic and physical filing systems for departmental documentation

Operational Support

Prepare and submit expense reports for team members as assigned

Provide data entry, document preparation, mail merges, scanning, and filing support

Assist with coordination of company-sponsored meetings and events

Perform additional duties as assigned to support PCS operations

Experience and Qualifications:

High school diploma or general education degree (GED) required, Associates degree preferred

Proficiency in all Microsoft Office Suite (Word, Excel, Outlook and PowerPoint); experience in PENTA a plus

Other Qualifications:

Requires an ability to work effectively and efficiently under pressure and adjust to changing situations

Requires initiative, great attention to detail, accuracy, an ability to prioritize and multi-task

Must have excellent written and verbal communication skills

Must have excellent interpersonal and customer services skills, and maintain a positive attitude while dealing professionally with co-workers, clients, vendors, etc.

Must be able to work independently with limited supervision while still being a team player

Must be dependable, organized and self-motivated