Administrative Assistant

Administrative Assistant – Training & Operations Support

Position Overview

We are seeking a detail-oriented and highly organized Administrative Assistant to provide intermediate-level administrative, technical, and operational support to various departments.

This position plays an important role in coordinating employee onboarding, training activities, Learning Management System (LMS) administration, document control, scheduling, and departmental reporting.

The ideal candidate will have strong administrative and organizational skills, proficiency in Microsoft Office and Microsoft 365, and experience supporting training programs, employee records, and departmental operations.

Key Responsibilities

Administrative & Office Support

• Perform daily administrative duties, including answering phones, filing, copying, scanning, typing, processing mail, and data entry.

• Coordinate and schedule meetings using Microsoft Outlook, including managing invitations and participant availability.

• Provide administrative support to department managers, supervisors, and employees.

• Prepare, organize, and maintain departmental files, reports, spreadsheets, invoices, and records.

• Greet visitors and coordinate services with vendors, consultants, and other business partners.

• Order and distribute office supplies, meals, refreshments, badges, and meeting materials.

• Maintain office supply inventory and coordinate replenishment as needed.

• Assist with meeting logistics, conference room setup, and departmental events.

• Coordinate travel arrangements and provide receptionist coverage as needed.

• Maintain the organization and cleanliness of conference rooms, reception areas, and other assigned spaces.

Training Coordination & Employee Onboarding

• Coordinate new employee onboarding activities, training schedules, and qualification requirements.

• Schedule qualification walkthrough testing and other training activities with supervisors and employees.

• Update and maintain onboarding materials, PowerPoint presentations, and training documentation.

• Distribute job progression pre-training sign-off sheets, track completion, and follow up on outstanding requirements.

• Assist with employee scheduling and training coordination.

• Maintain accurate employee training and qualification records.

• Support training compliance initiatives and departmental reporting requirements.

Learning Management System (LMS) Administration

• Create and maintain training tests, curricula, employee assignments, qualification records, and training reports within the SABA Learning Management System (LMS).

• Update LMS prescriptive rules to ensure employees receive appropriate training assignments based on job responsibilities.

• Monitor training completion and maintain accurate training records.

• Generate and distribute LMS reports to supervisors and departmental stakeholders.

• Assist with maintaining employee training documentation and supporting audit requirements.

Document Control & Records Management

• Maintain and update operating procedures, training documentation, and other controlled documents.

• Perform document formatting, revisions, and document-control updates.

• Scan, index, organize, and maintain electronic training records, qualification records, and supporting documentation.

• Maintain departmental files, records, and documentation in accordance with established procedures.

• Assist with document control activities and compliance-related audits.

• Coordinate and maintain records associated with departmental, training, and compliance processes.

Microsoft 365, SharePoint & Reporting

• Create, update, and maintain Excel spreadsheets used to track training activities, operating procedures, and departmental metrics.

• Prepare and distribute reports to managers, supervisors, and other stakeholders.

• Update and maintain SharePoint sites, document libraries, intranet pages, workflows, and supporting documentation.

• Utilize Microsoft Office and Microsoft 365 applications, including:

  • Outlook

  • Excel

  • Word

  • PowerPoint

  • Teams

  • SharePoint

• Utilize Microsoft Copilot and other productivity tools to improve administrative efficiency and workflow effectiveness.

• Perform basic analysis and review of assigned transactions and departmental data.

Safety, Compliance & Additional Responsibilities

• Follow established workplace safety and environmental policies and procedures.

• Participate in required safety meetings, training, emergency drills, and hazard recognition programs.

• Report unsafe working conditions, accidents, injuries, and near misses.

• Support departmental compliance activities and maintain required documentation.

• Perform additional administrative and operational assignments as needed.

Qualifications

Education

- High school diploma or equivalent required.

Experience

• 2–5 years of administrative support experience preferred.

• Experience in one or more of the following areas is highly desirable:

  • Training coordination

  • Employee onboarding

  • Learning Management System administration

  • Records management

  • Document control

  • Office administration

  • Departmental reporting

Required Skills & Qualifications

• Working knowledge of Microsoft Office and Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

• Strong administrative, clerical, and data entry skills.

• Excellent organizational and time management abilities.

• Ability to prioritize assignments and manage multiple responsibilities simultaneously.

• Strong attention to detail and accuracy.

• Excellent verbal and written communication skills.

• Ability to work independently and collaboratively with employees at all organizational levels.

• Strong problem-solving, listening, and interpersonal skills.

• Ability to follow established procedures and guidelines.

• Basic mathematical and analytical skills.

• Ability to maintain professional working relationships with internal and external stakeholders.

• Dependable, punctual, flexible, and capable of working effectively under pressure.

• Ability to learn new software applications and administrative systems.

Preferred Skills & Experience

• Experience with SABA Learning Management System (LMS), including:

  • Training assignments

  • Curriculum management

  • Training tests

  • Qualification tracking

  • Prescriptive rules

  • Training reporting

• Experience coordinating employee onboarding and training programs.

• Experience maintaining controlled documents and employee training records.

• Proficiency with Microsoft Excel for tracking, reporting, and data management.

• Experience with SharePoint document libraries, workflows, and site administration.

• Familiarity with Microsoft Copilot or other AI-powered productivity tools.

• Experience supporting audits, compliance documentation, and departmental reporting.

• Strong follow-up skills and the ability to manage competing priorities in a fast-paced environment.

Work Environment & Conditions

• Work Environment: Primarily office-based.

• Schedule: May require work outside normal business hours with limited advance notice, depending on departmental needs.

• Travel: May require local travel by car, up to approximately 6% of working time, including trips to the post office.

• Supervisory Responsibilities: None.

Physical Requirements

• Ability to perform standard office activities, including sitting, standing, walking, bending, and repetitive hand movements.

• May require lifting or carrying items weighing up to 10 pounds.

• May require occasional pushing, pulling, climbing, or other physical activities depending on assignment.

• Certain assignments may require the use of personal protective equipment.

• A valid driver's license and proof of insurance may be required for assignments involving company vehicles.