Navigant Administrative Specialist/Office Lead - Vancouver, WA in Vancouver, Washington

Navigant Consulting, Inc. (NYSE: NCI) is a specialized, global professional services firm that helps clients take control of their future. Navigant’s professionals apply deep industry knowledge, substantive technical expertise, and an enterprising approach to help clients build, manage and/or protect their business interests. With a focus on markets and clients facing transformational change and significant regulatory or legal pressures, the Firm primarily serves clients in the healthcare, energy and financial services industries. Across a range of advisory, consulting, outsourcing, and technology/analytics services, Navigant’s practitioners bring sharp insight that pinpoints opportunities and delivers powerful results. More information about Navigant can be found at navigant.com.

Navigant’s Administrative & Office Services team provides comprehensive, quality administrative and support services to our client-serving and corporate professionals, including Managing Directors through Directors and other rank appropri-ate professionals. They span a wide range of vital roles, from administrative support to facilities management and office services (including production support, emergency preparedness, and file management/storage, etc.).

Navigant’s group support’s four key business segments (Energy, Healthcare, FSAC, DFLT), Cymetrix, in addition to 4 US regional areas (West, Central, Northeast, Southeast) and International (UK, Europe, Middle East, Asia), as described be-low:

  1. Energy / West Region Coordination (10 office locations) *

  2. Healthcare & Life Sciences / Central Region Coordination (9 office locations) *

  3. Financial Services Advisory / Compliance / Northeast Region Coordination (8 office locations) *

  4. Disputes, Forensics & Legal Technology / Southeast Region Coordination (8 office locations) *

  5. Cymetrix (Processing Centers) / Cross-Region (8 office locations)

*requires international coordination across UK & Europe (6 office locations) and Middle East & Asia (8 office locations); total of 57 offices globally

The Administrative Assistant/Office Lead role provides dedicated support to client-facing Managing Directors/Directors, as well as serves as the “office lead/”, serving as the point of contact for other Administrative Assistants and oversees Office Support Staff (including Receptionist, Facilities and Office Services). The Administrative Assistant Office Lead is expected to have a combination of technical and interpersonal skills. Responsibilities span from general administrative support to support sales opportunities, engagement delivery activities and knowledge management. The Administrative Assistant/Office Lead reports to the Operations Business Partner leading the region.

KEY RESPONSIBILITIES

  • General Administrative – Travel & Expenses, Calendar Management, Client Invoice, Vendor Billing

  • Manage calendars and schedule meetings/events (restaurant/space reservations, reserve conference rooms, book conference calls, set video conferencing arrangements, arrange catering, on-site administrative support during meetings (meeting agenda, supporting materials and office supplies, etc.))

  • Work closely and effectively with the MD/Dir to keep him well informed of upcoming commitments and respon-sibilities, following up appropriately

  • Assist with general office support, including hoteling, office supplies ordering, etc.

  • Effectively prepare weekly time and expense reports as required; follow policies and procedures, resolve auditor inquiries and engagement code reclassifications, as well as assist with Amex expense reconciliation

  • Assist with travel arrangements maintain travel profiles, make bookings, prepare itinerary, coordinate last minute changes (flights, car, hotel, team communications), mapping or providing direction, support in handling passport and visa issues; effectively use firm travel tools/contacts

  • Apply firm branding and correspondence guidance to format/edit letters, reports, and correspondence from draft to client-ready stage; become knowledgeable of firm mailing/delivery processes

  • Collaborate with colleagues to determine and recommend most cost-effective solutions for completing tasks

  • Assist with processing vendor and/or client invoices

  • Process and approve Pcard transactions

  • Thoroughly review local office check requests, send to Operations Business Partner for final approval and then process

  • Effectively use the firm’s core technology applications, as well as develop/demonstrate solid knowledge of firm wide and practice-specific tools, processes, and databases, including MS Word, Excel, PowerPoint, Skype, SharePoint, Outlook, Time & Expense, MSLens/One Drive, PeopleSoft, etc. Position oneself as knowledge re-source in one or more of these programs and be requested to train others who are less skilled

  • Order gifts/flowers for team or client life events as needed

Sales Pursuit or Engagement Support

  • Create and manage the NAVSales report for the practice and respond to leadership requests

  • Facilitate engagement setup process, including review and modification contract set-up

  • Assist Proposal Managers in gathering firm-wide information (resumes, case studies, etc.) needed for proposals or RFPs

  • Proofread/edit documents/client letters, briefing papers, reports and presentations

  • Coordinate/assist with client invoicing

  • Assist with shipping packages; courier/overnight to client locations or residential addresses (coordinate with Office Services as needed)

  • With guidance, may manage certain administrative aspects of client engagements

  • Assist with conflict checks/PIFs/PAFs

  • Support with weekly internal staffing calls and manage filing resource needs

  • In coordination with Office Services, oversee production requests (including, copying, printing, faxing, binding, etc.)

  • Assist with contract execution and manage ongoing contractor relationship/billing, etc.

Knowledge Management & Records/Storage Management

  • Conduct basic information searches (e.g., via internet, internal sites, etc.)

  • Maintain contacts, distribution lists (as needed)

  • Maintain documents on appropriate file repositories, learn and adhere to Navigant records retention policies

  • Maintain, retrieve and secure working papers, files and other documentation as requested, in accordance with current records management policy, procedures and best practices

  • Proactively manage document retention issues

Office Coordination

  • Personally performs, assigns and monitors administrative work in large office

  • Provides input into performance appraisals of large administrative staff

  • Assist with onboarding new hires into the Segment/Region

  • Coordinate local off-boarding of voluntary and involuntary terminations with Human Capital IT

  • Tracks office expenses; coordinates with A/P to process appropriately

  • Manages fire/safety/security functions for the office

  • Develops reports for Senior Management

  • Act as local office liaison between Facilities Coordinator/Real Estate with regards to local office moves and in-ternal move reorganization, etc.

  • Clearly communicates office policy and procedure within the large local office

  • Oversees maintenance of office equipment in large office

  • Special Projects

  • Oversee projects from inception to completion, as assigned

Education

  • Associate's degree in a related discipline or equivalent work experience

Experience

  • 7-9+ years of administrative support experience, preferably including 5+ years in a top-tier professional services firm; familiarity with PeopleSoft and/or CRM systems a plus.

Required Skills

  • Able to prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

  • Strong analytical / organizational skills and creative problem solving skills

  • Able to communicate, collaborate and contribute positively across a matrixed organization

  • Effective interpersonal and communication skills (verbal and written); able to interface with personnel at all levels

  • Skillful attention to details and self-assurance of quality of work performed

  • Proactively leverage and share knowledge with colleagues

  • Receive limited supervision, more often work independently

  • Highly proficient in MS Office – Intermediate to advanced level in Word, Excel and PowerPoint

  • Willingness and ability to work the hours necessary to complete assigned work

Personal Qualities

  • Clear fit with (and champion of) firm culture and values

  • Skillful attention to details and self-assurance of quality of work performed

  • Ability and motivation to work independently with minimal supervision, to work efficiently and manage time ap-propriately

  • Adaptable work-style with the ability to move fluidly between priorities

  • Communicate frequently with co-workers as well as with managers to discern their needs, and be able to express themselves

  • Work as a member of a team as well as be a self-motivator with ability to work independently

  • Constantly operates a computer and other office equipment to coordinate work

  • Usually remains stationary for the majority of the day

  • Frequently communicates with clients and coworkers and must be able to share information effectively

  • Generally works in an office environment

The company offers competitive compensation packages including an incentive compensation plan, comprehensive medical/dental/life insurance, 401(k) and employee stock purchase plans.

Navigant does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Navigant and Navigant will not be obligated to pay a placement fee.

Navigant is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

Navigant will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.