Administrative Assistant II - Part Time
Company Overview
Smart City Networks is a telecommunications provider serving convention centers and meeting facilities nationwide. The company supports more than 3,000 events annually, including corporate events, major trade shows, political conventions, and global summits. The Las Vegas headquarters houses customer service, accounting, marketing, technology, human resources, and the executive staff.
Position Summary
The Administrative Assistant II provides comprehensive administrative and operational support across company travel, purchasing, training, employee celebrations, and corporate office functions. Responsibilities include coordinating company travel and managing employee travel profiles, reconciling company credit cards, processing purchase orders, coordinating company meetings and training activities, and providing front desk coverage as needed. The position works closely with the Office Manager and HR Generalist and requires a high degree of accuracy, discretion, sound judgment, initiative, organization, and consistent follow-through.
*This position is based on-site in the Las Vegas corporate office and requires a professional and dependable presence in supporting employees, visitors, and daily office operations.
Essential Duties and Responsibilities
- Provide backup support for front-desk and reception activities as needed; welcome employees, visitors, and vendors in a courteous and professional manner and direct inquiries appropriately.
- Answer and route telephone calls; monitor administrative correspondence; receive, sort, and distribute mail; log checks; and coordinate incoming and outgoing packages.
- Coordinate travel arrangements for field employees in accordance with established company policies and procedures.
- Maintain meeting-room calendars and assist with meeting logistics, agendas, and materials, as requested.
- Place approved office supply orders from approved vendors.
- Help ensure office equipment remains operational by coordinating routine maintenance, service requests, and vendor follow-up.
- Maintain contact databases, employee contact lists, and inventory records with accuracy and appropriate confidentiality.
- Coordinate the Rapport management training program, with the Office Manager, for company managers.
- Coordinate internal and external resources to support workflow, special projects, and time-sensitive office needs.
- Identify opportunities to improve administrative workflows and standard operating procedures related to scheduling, communications, records, supplies, and office organization.
- Provide administrative support to departments and staff, including assistance with onsite and offsite employee events.
- Handle confidential and sensitive information with discretion and in accordance with company expectations.
- Perform other duties as assigned to support office operations and organizational objectives.
Required Qualifications
- Associate degree or college coursework in business administration, office administration, or a related field.
- 3-5 years’ experience in administrative support, office coordination, reception, or related experience.
- Proficiency with Microsoft 365 applications, including Outlook, Word, and Excel, with the ability to learn new systems and software.
- Strong written and verbal communication skills, professional judgment, and a service-oriented approach.
- Demonstrated organizational, time-management, and follow-through skills, with the ability to manage multiple priorities and meet deadlines.
- Ability to work independently, collaborate across departments, and respond appropriately to changing priorities.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Experience coordinating employee travel and administrative logistics.
- Experience developing or improving internal processes, or office procedures.
Physical and Work Requirements
- This position is performed on-site in an office environment.
- Ability to move or lift items weighing up to 50 pounds and to bend, stretch, and stand for extended periods when supporting office operations.
- Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.
Employment Statements
Background Screening. Employment is contingent upon successful completion of the company’s applicable pre-employment screening requirements.
Equal Employment Opportunity. Smart City Networks is an Equal Employment Opportunity and Affirmative Action employer. Employment decisions are made without regard to legally protected characteristics, in accordance with applicable law.
Accommodation Requests. Applicants who require assistance or an accommodation during the application process may contact Human Resources at HR@smartcity.com or 702-943-6000.