Administrative Assistant - Information Science Industry

Administrative Assistant- Information Science Industry

Job Summary

Our company is looking for a highly organized, detail-oriented, and proactive Administrative Assistant to support the daily operations of our Information Science team. This position is essential to maintaining efficient administrative processes, coordinating office activities, and supporting technical and business staff. The ideal candidate is an excellent communicator, possesses strong organizational skills, and thrives in a fast-paced, technology-driven environment where accuracy and confidentiality are highly valued.

Duties

• Provide comprehensive administrative support to managers, technical teams, and departmental staff.

• Manage calendars by scheduling meetings, appointments, training sessions, and project-related activities using Microsoft Outlook.

• Prepare, edit, proofread, and distribute reports, presentations, technical documents, meeting agendas, and correspondence.

• Maintain organized electronic and physical filing systems, ensuring documentation is accurate, current, and easily accessible.

• Perform data entry, database updates, document tracking, and records management with exceptional attention to detail.

• Coordinate meetings by preparing materials, arranging conference rooms or virtual meeting platforms, recording minutes, and following up on action items.

• Assist with project administration by monitoring deadlines, organizing documentation, and communicating updates with internal stakeholders.

• Support procurement activities by processing purchase requests, tracking office supplies, and coordinating vendor communications.

• Handle incoming phone calls, emails, and inquiries professionally while directing requests to the appropriate departments.

• Assist with travel arrangements, expense reporting, onboarding documentation, and other administrative initiatives as required.

Administrative Support

• Executive calendar management

• Meeting and conference coordination

• Email and correspondence management

• Document preparation and formatting

• Records and database management

• Data entry and reporting

• Project coordination and administrative follow-up

• Office operations support

Office Responsibilities

• Maintain confidential business and technical records

• Organize office files and digital documentation

• Monitor office inventory and coordinate supply orders

• Support internal communications and departmental activities

• Assist with onboarding new employees and administrative orientation

• Coordinate logistics for meetings, workshops, and company events

• Perform additional administrative duties as assigned

Qualifications

• Minimum of 1 year of experience in an administrative assistant, office coordinator, or similar administrative support role.

• Previous experience working in an information science, technology, research, engineering, healthcare IT, or related industry is preferred.

• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.

• Experience using document management systems, shared drives, or enterprise collaboration platforms is an advantage.

• Strong organizational, multitasking, and time-management skills with the ability to prioritize competing deadlines.

• Excellent written and verbal communication skills with exceptional attention to detail.

• Ability to work independently while collaborating effectively with technical and cross-functional teams.

• Demonstrated professionalism when handling confidential, proprietary, or sensitive information.

• Associate's or Bachelor's degree in Business Administration, Information Science, Office Administration, or a related field is preferred.

Work Arrangement

• Full-time position

• Primarily on-site with potential hybrid flexibility based on business requirements

• Collaborative, technology-focused office environment

• Standard Monday through Friday work schedule

Benefits

• Competitive salary

• Health Insurance

• Dental Insurance

• Vision Insurance

• Paid Time Off

• Paid Holidays

• 401(k) with company contribution (where applicable)

• Professional development and training opportunities

• Career advancement within a growing information science organization

Join our innovative team and play an important role in supporting business operations within the Information Science industry. If you are a motivated administrative professional with exceptional organizational skills and a passion for technology-driven environments, we encourage you to apply and become part of a collaborative workplace dedicated to operational excellence and continuous growth.