Senior Administrative Assistant

AvantGarde, LLC (AG) Senior Human Resources Administrative Assistant provides administrative and operational support to the Architect of the Capitol’s EEOD office by coordinating case intake activities, maintaining case tracking systems, managing office communications, and supporting the organization’s day-to-day administrative functions.

The incumbent ensures that incoming cases, requests, and inquiries are accurately documented, assigned, tracked, and routed to the appropriate staff in accordance with established procedures. The Senior HR Administrative Assistant serves as an initial point of contact for internal and external stakeholders and provides courteous, professional, and responsive customer service while appropriately safeguarding sensitive and confidential information.

Working in a fast-paced environment, the incumbent maintains administrative and case-related records, monitors workflow and deadlines, prepares routine reports and correspondence, and supports office coordination activities that contribute to timely, accurate, and efficient operations. This work is fully onsite at the Ford Office Building.

Case Intake and Tracking

§ Receive, review, and log new cases, requests, and inquiries in the office’s designated case tracking or case management system.

§ Confirm that required intake information has been received and follow up regarding missing or incomplete administrative information.

§ Assign incoming cases to appropriate specialists based on established office procedures, workload assignments, and rotation schedules.

§ Monitor case assignments and maintain accurate, timely, and complete case tracking information.

§ Update case records to reflect status changes, reassignment, administrative actions, correspondence, deadlines, and other relevant information.

§ Maintain electronic and paper case files in accordance with established filing structures, records management requirements, and office procedures.

§ Conduct routine reviews of case files and tracking records to identify missing, incomplete, inconsistent, or outdated information.

§ Protect confidential, sensitive, and personally identifiable information encountered through case intake and administrative support activities.

Administrative Support

§ Answer and manage the office’s primary telephone line, respond to routine inquiries, take accurate messages, and direct callers to the appropriate staff member.

§ Receive visitors and provide general information regarding office procedures, services, and points of contact.

§ Monitor shared mailboxes and other office communication channels and route correspondence and requests for appropriate action.

§ Prepare, edit, format, and proofread routine correspondence, reports, spreadsheets, presentations, forms, and other administrative documents.

§ Maintain office calendars, schedules, appointments, and meeting logistics as assigned.

§ Coordinate meetings, including scheduling participants, reserving meeting space, preparing and distributing agendas and materials, and tracking follow-up actions.

§ Organize and maintain shared drives, administrative files, templates, contact lists, standard correspondence, and reference materials.

§ Support document scanning, copying, filing, distribution, and other general administrative requirements.

Workflow Coordination and Reporting

§ Track case activity, administrative milestones, response requirements, and deadlines to support timely processing of office work.

§ Maintain office tracking tools, assignment logs, workload reports, and spreadsheets used to monitor case status and administrative activity.

§ Coordinate the routing of correspondence and other documents for review, approval, signature, or distribution.

§ Follow up with appropriate staff regarding pending administrative actions, approaching deadlines, and incomplete documentation.

§ Compile case activity, workload statistics, and other information for routine management reports.

§ Perform data entry and quality-control reviews to ensure administrative records and reports are accurate, complete, and consistent.

§ Identify discrepancies or workflow issues and elevate them to the appropriate staff member or supervisor.

§ Assist with refining administrative tools, templates, tracking mechanisms, and procedures to improve office efficiency and consistency.

Customer Service and Office Coordination

§ Serve as an initial point of contact for customers by providing courteous, professional, and responsive assistance.

§ Coordinate communications between customers and assigned specialists concerning case status, documentation requirements, appointments, and other administrative matters.

§ Respond to routine inquiries within established guidelines without providing technical advice or making determinations outside the position’s authority.

§ Recognize sensitive, complex, or urgent matters and promptly escalate them to appropriate management or technical staff.

§ Maintain a professional and service-oriented approach when interacting with employees, managers, agency officials, visitors, and other stakeholders.