Executive Administrative Assistant

Abacus Corporation is a family-owned staffing leader with 80+ years of experience, providing modern workforce solutions nationwide. With a supportive culture and over 25,000 employees, we offer long-term jobs, competitive pay, benefits, and real growth opportunities. Join the Abacus family.

Job Summary:
We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to support senior leadership. This position is responsible for managing day-to-day administrative tasks, with a primary focus on purchasing, invoicing, vendor relations, and supply management. The ideal candidate will be proficient in Microsoft Office Suite, possess a valid driver’s license, and have a strong aptitude for learning, with preference given to those experienced with municipal software systems. 

Key Responsibilities:

• Purchasing & Procurement: Create, process, and track purchase orders (POs) and requisitions.
• Invoice Management: Coordinate invoice approvals, process accounts payable, and ensure accuracy of financial documents.
• Vendor Relations & Quotes: Request quotes from vendors, negotiate pricing, and maintain updated vendor lists.
• Supply Chain Management: Monitor, order, and maintain inventory for office and field supplies.
• Document Control: Maintain records, files, contracts, and technical reference information, ensuring all data is current and accurate.
• Administrative Support: Manage executive calendars, schedule meetings, take minutes, and handle correspondence.
• Technical Operations: Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for reporting and document preparation.
• City Software (Preferred): Utilize or learn Cityworks, GIS, or similar municipal management software to track work orders and data.
• Miscellaneous: Run necessary errands as needed and assist with special projects.

Requirements:

• Education: High school diploma or equivalent; Associate or Bachelor's degree preferred.
• Experience: 2–5+ years of experience in an administrative or executive support role.
• Technical Skills: High proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Driver’s License: Valid driver's license required.
• Communication: Excellent verbal and written communication skills.
• Organizational Skills: Exceptional organizational and time-management skills with the ability to prioritize tasks. 
  

Preferred Qualifications:

• Previous experience in a government or municipal setting.
• Experience with Cityworks, GIS (Geographic Information System), or similar asset management software. 

   

Physical Demands & Environment:

• This position is typically on-site.
• Must be able to maintain confidentiality and work in a fast-paced environment.