Part-Time Administrative Assistant I

The Vistal team is looking for a part-time Administrative Assistant to support our office operations. This role offers a flexible schedule of approximately 12 to 19 hours per week.

In this role, you will serve as the primary point of contact for visitors, guests, and deliveries, creating a welcoming and professional office environment. Coordinate office events and team activities, and provide administrative support, including processing invoices, executive credit card expenses, reimbursements, and employee recognition programs. Support daily office operations through mail distribution, supply management, document scanning, meeting room setup, refreshments, light office organization, and coordination of facility-related needs.

Responsibilities:

1. Office Greeter

• Serve as the primary point of contact for guests

2. Coordination

• Answer door, handle deliveries and guest coordination
• Assist with Coordinate events, conferences, and team activities
• Assist with all external event coordination, organization and calendaring
• Assist with minor weekly office housekeeping

3. Data Entry & Reporting

• Perform invoice processing & coding
• Assist in Credit Card expense processing for Executive Team
• Assist in Reimbursement entry into Certinia for Executive Team
• Assist with Staff recognition

4. Office Operations Support

• Scanning of large documents sets.
• Receive, sort, and distribute mail and deliveries.
• Maintain and restock office supplies inventory.
• Assist with lunch and refreshment set-up or facility-related tasks when applicable. 
• Reset spaces or set up meetings for guests.
• Resolve basic facility issues in coordination with building management/Office Manager.
• Facility Access management.

5. Specialized Support

• Provide functional support to Accounting, Marketing, and HR

Qualification Requirements:

• Administrative experience of three (3) years in a professional office environment.
• Strong organizational and time management skills.
• Proficiency in Microsoft 365 and Adobe Suites
• Ability to work independently and as part of a team.
• High attention to detail and discretion when handling sensitive information.
• Must have a valid driver's license and be insurable.

The culture at Vistal is built on our shared core values – Professional, Accountable, Collaborative, and Tenacious. This is our PACT.

• Professional means the sum of integrity, honesty, and truth (candor). There is no amount of money nor personal gain that is ever worth betraying trust.
• Accountable means we always have both feet in – we see what needs to be done and do it without needing to be asked.
• Collaborative means we are stronger together. We don’t focus on Me before We.
• Tenacious means we persevere and have a thirst for achieving excellence. We don’t believe in mediocrity.

These values differentiate how we successfully do what we do. We hire, separate, review, reward, and recognize our teammates based on these characteristics, so it’s important that you share these values to be part of our team.