Fleet Administrative Specialist managing university vehicles and repairs at UT Austin. Creating work orders, updating records, and serving as the point of contact for customers.
About the role
- Administrative Assistant providing support to the Learning Operations Group at HCVT. Assisting in training logistics and administrative responsibilities in a hybrid work environment.
Responsibilities
- Support a fast-paced training department in the full cycle training process.
- Type drafts/letters/documents as instructed.
- Take minutes in weekly team and other meetings and summarize the key points and action items.
- Schedule training events and other team meetings as requested.
- Assist with firmwide administrative tasks, meetings and projects.
- Work on ad-hoc projects as needed
- Assist with the registration of individuals for external trainings.
- Coordinate logistics for internal trainings, including room setup, clean up and catering.
- Book travel arrangements (hotel, airfare, etc.) for participants.
- Prepare, distribute, summarize, and analyze training evaluation forms for various training sessions and events.
- Oversee the ordering, distribution, and inventory management of employee gifts and team office supplies.
- Maintain the kitchen and ensure it is well-stocked with necessary supplies.
- Perform monthly AMEX and LYFT account reconciliation.
- Ensure invoices are prepped for approval and processing.
- Work on ad-hoc projects as needed
Requirements
- Minimum one year of relevant work experience
- Proficient in Word, Excel, Outlook & PowerPoint; learning and development software experience a plus
- Professional demeanor and ability to interface with staff, management, and the wider firm
- A high level of personal integrity and professional ethics
- Strong interpersonal skills; a team player
- Detail oriented with high productivity and the ability to function in a fast-paced environment with experience meeting multiple corresponding deadlines
- Forward-thinking with the ability to take initiative and to stay a step ahead
- Ability to travel to other HCVT offices and work on-site as needed
- Available to work overtime as needed and to attend occasional evening events
Benefits
- Visit the Benefits section to learn more
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