Admin Assistant
COMPANY: FORGE INSTITUTE
POSITION: Administrative Assistant
DESCRIPTION: Manage Administrative duties for Forge Institute
About Forge Institute:
Forge Institute is the Nation’s leader in advancing cyber operations, innovation, professional development and STEM capabilities through innovative partnerships across the public and private sectors. Our mantra, “Forever One Step Ahead,” is our reminder to remain vigilant, updated, and innovative against an enemy that seeks nothing less than the permanent disruption of our way of life. Empowering the future workforce in IT & Cyber that are ready to face the unique challenges of tomorrow is key to advancing and securing the future.
Position Description:Forge Institute seeks an Administrative Assistant (AA) who will assist with the day-to-day operations responsible for general office tasks and administrative duties, such as directing communications between colleagues and partners & participants, organizing schedules and events, entering data, bookkeeping, maintaining office equipment and so on. Our ideal candidate learns quickly when facing new situations, experiments to find new solutions, takes on challenges of unfamiliar tasks, extracts lessons-learned from failures and mistakes, and expands knowledge base through ongoing curiosity. We’re looking for someone who will enable teams & individuals to be focused on their goals and prepared for anything that comes their way. This is a vital role, especially for our team members that have a lot of plates in the air at all times.
Your responsibilities as a member of our team, will include but are not limited to:
Represent Forge Institute and its programs through community outreach engagement, including attending relevant cyber and tech community groups, conferences, etc.
Greet clients and make them feel comfortable, both in person and over the phone
Provide essential details to potential clients (partners & participants), such as training program or membership pricing & directing them to the accurate place to apply and/or who to contact for additional information
To work from a rough draft, to type a variety of material, including correspondence, program and presentation materials, as needed
To receive all incoming correspondence daily, review all outgoing correspondence for format and accuracy
Manage and organize the team schedule using Google Calendar
Assist Training Manager with participant log books, virtual classroom materials, packets of program materials, and upload into the LMS as needed
To maintain quality control of official documents including travel vouchers, purchase orders, contracts, schedules, and other documents
To maintain program records and files as directed, and to assist in consolidating data for end-of-year reports, or other reports as needed
To maintain purchases log, including categorizing purchases for end-of-year reports
To ensure proper maintenance of office equipment, including copiers, printers, laminator, grading system, phones, binding equipment, and other clerical aids
Serve as liaison for staff members to solve technical problems as they arise in the training room, office, or at presentation venues
Alert the management of potential security issues
To assist in all other related activities and duties as deemed necessary for mission success
This position may involve some travel within the State of Arkansas, and occasionally could involve travel outside the State of Arkansas. Furthermore, you must adhere to internal security policies and requirements.
Preferred Qualifications:
High school diploma
Two years working in the service or administrative industry preferred
Experience with Google Workspace / G-Suite
Experience with General Ledger/Accounting systems like Quickbooks
Understanding of financial documents / GAAP accounting
Experience with CRM platforms such as Hubspot
Experience with Project Management platforms such as Asana and Basecamp
The ideal candidate is highly organized and can manage multiple projects at once
Professional client-facing demeanor, comfortable in front of partners and participants
Strong, clear verbal and written communication skills
Capable of completing tasks on time without supervision
Forge Institute is an Equal Opportunity Employer that empowers our people—no matter their race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or veteran status—to fearlessly drive positive change.
