Guidehouse is a leading management consulting firm serving the public and commercial markets. We guide our clients forward towards new futures that build trust in society and your professional skills along the journey. Join us at Guidehouse.
Guidehouse’s Administrative & Office Services team provides comprehensive, quality administrative and support services to our client-serving and corporate professionals, including Directors through Partners and other rank appropriate professionals. They span a wide range of vital roles, from administrative support to facilities management and office services.
The Administrative Assistant role provides dedicated support to client serving Directors/Partners. The Administrative Assistant is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to support sales opportunities, engagement delivery activities and knowledge management.
Administrative Assistant reports to the Administrative Assistant/Office Lead aligned to the primary segment they support.
General Administrative – Travel & Expenses, Calendar Management, Client Invoice, Vendor Billing
Manage calendar, schedule and prioritize appointments, ensuring meetings, deadlines, presentations and other duties are carried out seamlessly
Coordinate travel arrangements (domestic/international), maintain travel profiles, last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues
Effectively prepare weekly time and expense reports as required; follows policies and procedures, resolves auditor inquiries and engagement code reclassifications
Draft/edit/write correspondences, presentations, ensuring grammar, spelling, formatting/visual design are perfect
Effectively use the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases to position oneself as an advocate and knowledge resource in these programs and support training others who are less skilled
Conduct basic information searches (e.g., via internet, internal sites, etc.) and maintain contacts and distribution lists (as needed)
Assist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) for proposals or RFPs
Assist with client invoicing, and/or managing independent contractor relationships/billing
Oversee production requests (including, copying, printing, faxing, binding, shipping (courier, overnight), etc.) in coordination with Office Services
Maintain, retrieve and secure working papers, files and other documentation as requested on appropriate file repositories, in accordance with Navigant’s current records management policy, procedures and best practices
Assist with onboarding of new hires into their respective Segment/Region functional area (if applicable)
Assist with general office support, including hoteling, office supplies ordering, etc.
CRM Opportunity Management Team Entry
Enter and manage pipeline data (including account, contact, opportunity information) based on information provided by Sales Lead
Work with Sales Leads, PABMs, Sales Support Teams and others to update opportunities on a regular basis
At Practice Leader’s discretion, attend pipeline calls for practices/teams that you support; ensure that changes discussed are reflected in CRM within 24 hours
Work with Sales Leads to move opportunities through EAP/Conflict Check process
Oversee projects from inception to completion
High school diploma required; Associate’s/Bachelor’s degree in a related discipline preferred
3-5 years of administrative support experience, preferably including 3-4 years in a top-tier professional services firm; familiarity with PeopleSoft and/or CRM systems a plus.
Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy
Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels
Establish and maintain strong working relationships at all corporate levels and with clients/stakeholders
Demonstrated proactive approaches to problem-solving with strong decision-making capability and use of good judgement
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands
Highly resourceful team-player, with the ability to multi-task and be extremely effective working independently and with direction
Proactively leverage and share knowledge with colleagues
Proven ability to act with discretion and maintain complete confidentiality
Highly proficient Word, Excel and PowerPoint
Willingness and ability to work the hours necessary to complete assigned work
Clear fit with (and champion of) firm culture and values
Strong work values, dependable, honest, self-confidence and a positive attitude
Highly polished and professional demeanor in dealing with all situations
Strong sense of initiative and works with urgency
Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests
Will embrace our customer-focused, action-oriented, results-driven culture
Given the hands-on nature of this job, regular, on time attendance is critical
The successful candidate must not be subject to employment restrictions from a former employer (such as a non-compete) that would prevent the candidate from performing the job responsibilities as described.
Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.
Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.
If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.
Rewards and Benefits
Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.
Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave and Adoption Assistance
401(k) Retirement Plan
Basic Life & Supplemental Life
Health Savings Account, Dental/Vision & Dependent Care Flexible Spending Accounts
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development & Learning Opportunities
Skills Development & Certifications
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Emergency Back-Up Childcare Program