About the position
The Contract Administrative Assistant at GM Financial plays a crucial role in ensuring the smooth operation of the IT department and administrative team. This position is designed for individuals who thrive in a dynamic environment and are adept at managing multiple tasks efficiently. The primary responsibility of the Contract Administrative Assistant is to organize and coordinate office operations and procedures, which is essential for maintaining organizational effectiveness and efficiency. This role encompasses a variety of administrative tasks, including supporting staff and assisting with special projects that contribute to the overall success of the department. In this role, you will provide comprehensive administrative support for the IT department, which includes assisting with special projects and coordinating various office activities as required. A significant aspect of this position involves travel arrangements, where you will be responsible for organizing and coordinating travel plans, itineraries, and accommodations for team members. Additionally, you will manage expense reports by auditing, submitting, and reconciling them to ensure accurate financial tracking. The Contract Administrative Assistant will also play a key role in the onboarding process for new hires, which includes desk assignments, office hardware setup, and ensuring that office supplies are adequately stocked. You will be responsible for updating and maintaining IT location and desk assignments, which is vital for operational efficiency. Supporting community investment projects and team events is another important aspect of this role, as it fosters a collaborative and engaged workplace culture. Moreover, you will maintain and track office supply inventory, ordering new supplies as needed to ensure that the office runs smoothly. Meeting support is also part of your responsibilities, which includes booking conference rooms, processing catering orders, and setting up and tearing down meeting spaces. You will also assist visitors by submitting access badge requests and managing visitor WIFI access, acting as the point of contact for IT administrative inquiries.
Responsibilities
- Provide administrative support for the IT department and administrative team as needed
- Assist with special projects and coordinate office activities as required
- Organize and coordinate travel plans, itineraries, and accommodations
- Audit, submit, and reconcile expense reports
- Assist with new hire onboarding process, desk assignment, office hardware, and office supplies
- Update and maintain IT location and desk assignments
- Support sponsored community investment projects and team events
- Maintain and track office supply inventory, ordering new supplies as needed
- Book conference rooms, process catering orders, and set up and tear down for meetings
- Submit visitor access badge requests and manage visitor WIFI access
- Act as the IT Admin site point of contact
Requirements
- High School Diploma or equivalent required
- 1-2 years of office, domestic and international travel booking, expense management experience preferred
- Knowledge of administrative and clerical procedures and systems
- Basic knowledge of general office procedures
- Familiarity with basic software applications (e.g., Outlook, Word, Excel, Lotus, Access, Internet, Email)
- Experience with office equipment (e.g., printers, telephones, copiers, fax machines)
- Intermediate understanding of general corporate office procedures
- Ability to make independent decisions and solve problems
- Ability to multi-task and meet tight deadlines
- Effective oral and written communication skills
- Experience handling confidential matters and information
