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The Administrative Assistant/Office Administrator will provide administrative and operational support to leadership, as well as organize and maintain the daily operations of the facility. This person will support both internal and external events with a high level of professionalism and attention to detail, and in a manner that reflects positively on the organization. The Office Administrator supports onboarding and event coordination across multiple locations. This role is essential to maintaining high-quality employee experience and ensuring smooth execution of internal programs and leadership initiatives.

Responsibilities

Leadership & Administrative Support:

+ Prepare meetings by printing/binding briefings and setting up conference rooms.

+ Finalize and edit presentations for spelling, formatting, and consistency.

+ Create and manage Word, Excel, and PowerPoint documents, agendas, reports, and special projects.

+ Support bi-weekly leadership meetings.

+ Facilitate SPOT entries for international contracts.

+ Manage incoming/outgoing mail and packages; coordinate FedEx shipments and maintain supplies.

+ Allocate and reconcile P-card purchases in a timely manner.

Onboarding & Employee Experience:

+ Prepare workspaces and welcome materials for new hires.

+ Conduct new hire orientations and maintain onboarding materials.

+ Serve as point of contact for new employees.

+ Schedule and track Quality of Hire surveys at 60-day intervals.

+ Complete I-9 documentation and upload to Equifax on start dates.

+ Assemble welcome bags and distribute branded merchandise.

+ Maintain and update office seating chart with manager approvals.

Event Planning and Coordination:

+ Plan and execute internal events such as flu clinics, golf tournaments, intern programs, potlucks, Meet & Eats, and Treat Pickups.

+ Coordinate monthly morale events (lunches, breakfasts, holiday events) including vendor quotes, budgets, and logistics.

+ Organize the annual holiday party and leadership dinner, including catering, rentals, and volunteer coordination.

+ Track work anniversaries and coordinate award plaques and shipments.

Office & Facilities Management:

+ Monitor and order office supplies, coffee, and snacks.

+ Restock coffee/snack areas weekly and bi-weekly; maintain kitchen supply list.

+ Maintain appearance of common areas; ensure kitchens and coffee bars are clean and stocked.

Cross-Functional Support:

+ Support other departments and executives as needed.

+ Collect and track monthly CDRLs from internal stakeholders.

+ Invest in building long-lasting relationships that promote the desired Akima/Pinnacle culture.

Qualifications

+ Proven experience in office administration or executive support.

+ Strong organizational and multitasking skills.

+ Excellent written and verbal communication.

+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

+ Ability to manage confidential information with discretion.

+ Must be a US Citizen.

+ Experience with onboarding processes and employee engagement is preferred.

Job ID

2025-20745

Work Type

On-Site

Company Description

Work Where it Matters

Pinnacle Solutions, an Akima company, is not just another federal contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At Pinnacle Solutions **,** the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

**For our shareholders,** Pinnacle Solutions provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

**For our government customers,** Pinnacle Solutions delivers comprehensive services for general construction and renovation, as well as civil and marine construction.

**As a Pinnacle Solutions employee,** you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law. If you are an individual with a disability, or have known limitations related to pregnancy, childbirth, or related medical conditions, and would like to request a reasonable accommodation for any part of the employment process, please contact us at [email protected] or 571-353-7053 (information about job applications status is not available at this contact information).