ADMINISTRATIVE INTERN JOB DESCRIPTION

An Administrative Intern who cannot prioritize is invisible to the managers depending on them. The role exists to keep daily operations moving - handling reports, tracking budgets, preparing meeting materials, and processing procurement requests so that senior staff can focus on decisions rather than paperwork. Entry points vary from startups to mid-size firms, and the work done here is a direct audition for an Office Administrator or Operations Coordinator seat. Reach is real: one intern may touch HR processes, departmental budgets, and cross-functional communications in the same week.

As the Administrative Intern, you will support operational continuity across reporting cycles, budget tracking, and internal communications within a business or corporate environment. The position sits within a department team, contributing directly to process reliability and management's capacity to meet organizational goals.

Career Impact: Completing an Administrative Intern rotation in a corporate operations environment builds direct familiarity with appraisal cycles and business continuity planning - credentials that carry weight when pursuing an Office Administrator role.

Business Impact: Managers rely on the reports, requisitions, and meeting documentation produced in this seat to make resourcing and process decisions that affect the whole department.

Growth Opportunity: The combination of budget tracking, cross-departmental communication, and process research performed here broadens a candidate's scope toward an Operations Coordinator title within one to two years.

• Administer and maintain daily, weekly, and monthly operational reports to support management decision-making.
• Track department budgets and submit funding requisitions when spending thresholds require additional authorization.
• Prepare presentations and briefing materials for internal and strategic meetings across departments.
• Coordinate meeting scheduling and compile documentation, including agendas, notes, and action items.
• Research potential process improvements and industry trends to inform team planning sessions.
• Support staff members across departments by resolving questions and routing issues to the appropriate owner.
• Procure office supplies and inventory, including equipment and consumables, within approved budget parameters.

• Bachelor's degree in Business Administration, Management, or a related field, or equivalent work experience.
• 1 or more years of administrative or office support experience, with demonstrated ability to manage multiple concurrent tasks.
• Proficiency in office productivity software, including word processing, spreadsheets, and presentation applications.
• Strong verbal and written communication skills, with the ability to prepare clear documentation for diverse audiences.
• High degree of organizational skill and attention to detail, with the ability to maintain accuracy under deadline pressure.
• Ability to work both independently and collaboratively, adapting support priorities to shifting team needs.
• Problem-solving resourcefulness, including the ability to locate information and resolve routine issues without extensive prompting.

• Exposure to budget tracking or basic accounting processes within a business or departmental context.
• Experience preparing materials for or participating in HR processes such as performance appraisals or onboarding.
• Familiarity with business continuity planning concepts or cross-functional project coordination in a corporate setting.

• Report accuracy and on-time delivery rate, reflecting reliability of weekly and monthly operational documentation.
• Budget requisition turnaround time in days, measuring how promptly funding requests are submitted and processed.
• Meeting material completion rate, tracking the percentage of sessions supported with prepared documentation.
• Issue resolution rate within the intern's scope, indicating how consistently routed questions reach closure.
• Procurement cycle time in days, measuring how quickly office supply requests move from submission to receipt.
• Typical tools: Productivity suites (commonly Microsoft 365 or Google Workspace); spreadsheet applications (commonly Excel).

• Base Salary Range: $15 to $20 per hour, depending on location and organization size
• Bonus: Typically none at intern level; performance stipends at some firms
• Equity: Not standard for internship roles
• Health Benefits: Often not provided; some larger employers offer limited coverage
• PTO: Typically follows academic calendar or accrues at a reduced rate
• Common Perks: Mentorship access, professional development workshops, and potential for full-time conversion

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position, and employment is contingent on successful completion of a background check. Qualified applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process upon request.

Embedded within the Grove Soccer United operations team, the Administrative Intern supports game day coordination, vendor management, and community event planning across in-person and online activations. Working closely with internal staff and external organizations, this role helps ensure that game day scripts, credentials, ticketing, and themed event logistics are executed accurately and on time.

Core Functions

• Coordinate GSU game day activities and assist with creation of game day scripts and event guides.
• Coordinate with the Operations Crew for set-up and tear-down on game day.
• Assist with management of the game day credential process by compiling requests, creating credentials, and ensuring correct distribution.
• Meet with internal staff to ensure all game day needs are ready for execution.
• Create maps and documentation for submission to senior operations and venue staff.
• Assist with coordination of external game day vendors, including security, parking, electricians, and medical staff.
• Assist with planning and execution of Grove Soccer United community platforms, themed games, training, away matches, and special events.
• Collaborate with internal staff and external organizations to ensure all activations are prepared and approved for themed games and special events.
• Assist with ticketing services for both in-person and online transactions.
• Coordinate with Operations staff to ensure both teams and match officials are properly supported.
• Assist with marketing and promotion of Grove Soccer United.

Qualifications & Experience

• Working towards a bachelor's degree in sports management, recreation, or event planning, or a high school student interested in the field.
• Demonstrated experience with Outlook, Word, PowerPoint, and Excel.
• Exceptional organizational and communication skills with adherence to the highest ethical standards.
• Goal-oriented self-starter with strong work ethic.
• Ability to manage multiple projects in a fast-paced environment, and keen attention to detail.
• Creative and out-of-the-box solution seeker.
• Able to work non-traditional hours in non-traditional settings within a team atmosphere.

Reporting to operations leadership, the Administrative Intern supports report generation and analysis, meeting documentation, and process reliability within the team. Partnering with staff across functions, this role helps the organization maintain efficient, accurate operations through consistent daily, weekly, and monthly administrative support.

Primary Duties

• Assist in generating and analyzing work in progress reports.
• Administer and maintain daily, weekly, and monthly reports.
• Assist with recording meeting notes and proposal preparation.
• Participate in daily meetings.
• Work as part of the team to provide support to ensure reliability and efficiency with processes.

Skills & Qualifications

• Working towards a bachelor's degree in any field.
• Basic proficiency with MS Office Suite, including word processing, spreadsheet, database, project, email, and web-based applications.
• Excellent verbal and written communication skills.
• Ability to work independently as well as part of a team.
• Good interpersonal skills to establish and maintain effective working relationships with co-workers, employees, customers, management, and contractors.

Sitting at the intersection of personnel administration and office operations, the Administrative Intern assists with scheduling, document creation, and access management to keep day-to-day administrative functions running smoothly. Operating across tasks that range from drafting purchase orders to coordinating travel agendas, this role supports staff and organizational efficiency in a hands-on learning environment.

Duties

• Assist with personnel administration.
• Schedule meetings.
• Assist with organizing events.
• Create and send documents, write purchase orders, and send surveys.
• Follow travel agendas.
• Create new access accounts.

Requirements

• Preferably a bachelor's degree in administration or a similar field, or a high school diploma or equivalent.
• Intermediary Office Suite experience.
• Intermediary English proficiency.
• Organized and responsible.
• Strong communication, interpersonal, and collaboration skills.

A key member of the department team, the Administrative Intern leads internal sessions, tracks budgets, and prepares presentations to support HR, operations, and strategic initiatives across the organization. Collaborating across departments and with external university and industry partners, this role enables management to meet process goals, plan for business continuity, and promote company culture effectively.

What You'll Do

• Communicate with members in the department to answer questions and resolve issues.
• Conduct internal sessions to meet expected goals and objectives in processes such as appraisal cycles, Business Continuity planning, and Training needs.
• Provide support to staff members across departments as needed.
• Track department budgets and submit requisitions for additional funding as needed.
• Research potential process improvements and industry trends.
• Prepare presentations for internal and strategic meetings based on various topics.
• Help with marketing efforts by creating flyers and brochures promoting company culture and practices.
• Engage with the management team and other departments to conduct sessions with universities and industry bodies.

Experience & Qualifications

• Undergraduate degree in IT or Business Management.
• General knowledge of the software industry, including Microsoft Word, Excel, PowerPoint, and Project.
• High degree of organizational skill, problem-solving ability, and resourcefulness in finding information independently without prompting.
• Ability to prioritize and execute to achieve desired company and project goals with prudence and a sense of urgency.
• Articulate verbal, pictorial, and numerical communication skills with respect for detail and ability to execute accurately.
• Desire to learn, grow professionally, and invest passion and commitment toward company growth and success.
• Willingness and flexibility to do whatever is needed to foster the growth and success of the business, while embracing the company's Core Integrity.

Accurate vendor outreach, QuickBooks accounting, and property management tracking depend on the Administrative Intern, who handles accounts payable, credit applications, invoicing, and receptionist functions in support of real estate and construction operations. Based within an office environment serving clients and vendors, this role enables the business to maintain organized financial records, strong customer relationships, and smooth day-to-day office functions.

Day-to-Day Responsibilities

• Assist with real estate and construction vendor outreach for business development.
• Sort and handle credit application processes with prospective new vendors.
• Perform QuickBooks accounting services, create invoices for clients, and process checks from clients and vendors.
• Utilize Excel for property management and track and input business expenses and cash deposits.
• Navigate Dropbox to file and organize paperwork, and use UpWork to update and develop the company website.
• Process invoices from vendors and create checks for vendors.
• Perform receptionist duties, use basic telephone skills, and sort and distribute communications promptly.
• Resolve office-related malfunctions and respond to requests or issues.
• Maintain relationships with customers and colleagues.

Background & Experience

• Minimum 1 year of experience in an administrative support role, preferably in real estate or construction.
• Thorough understanding of office management procedures.
• Knowledge of accounting or QuickBooks.
• Proficiency in Microsoft Office, PowerPoint, Outlook, and Excel.
• Excellent phone etiquette, customer service skills, and written and verbal communication skills.
• Excellent organizational and time management skills with analytical abilities and aptitude in problem-solving.
• Positive attitude, familiarity with local real estate, and contacts.

As the Administrative Intern, this role owns daily accounts payable processing, filing system maintenance, and monthly account reconciliation within the finance and operations team. The team relies on this work to keep vendor records accurate, office supplies stocked, and company activities and events running without disruption.

Scope of Work

• Manage daily AP account processing and maintenance.
• Organize and maintain a filing and documentation system.
• Assist in facilitating company activities and events.
• Assist in monthly account closing and reconciliation.
• Procure office supplies, including equipment, stationery, and pantry inventory.
• Perform other administrative and ad hoc duties as assigned.

Professional Experience

• Diploma or LCCI in Accounting or equivalent preferred.
• Proficient in Microsoft Excel and Word, with the ability to learn online software quickly and proactively.
• Excellent verbal and written communication skills with strong presentation skills.
• Quick learner who is proactive and able to work independently in a startup environment.
• Ability to adapt to a dynamic, extremely fast-paced tech startup environment.

Administrative Intern builds foundational professional office experience by supporting attorneys and paralegals through emailing, filing, calendar management, and document processing in a legal services environment. The work directly supports firm operations by keeping business information current, paperwork accurate, and attorney support functions running reliably across the office.

Job Functions

• Handle emailing, filing, printing, mailing, and copying/scanning.
• Update calendar and process paperwork.
• Update and maintain pertinent business information via computer or firm files.
• Assist attorneys and paralegals as needed.
• Perform related duties as assigned by supervisor.

Education & Experience

• Enrolled in a degree program or a recent graduate.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent written and oral communication skills.
• Must be detail-oriented.
• Ability to multitask, reliable, resourceful, organized, and professional.

The Administrative Intern delivers hands-on learning across personnel management, instructional evaluation, and resource oversight, building the skills needed to transition from classroom teacher to school administrator. Reporting to the Building Administrator, this role contributes to staff accountability, data-informed instruction, and student achievement outcomes across the school community.

Key Responsibilities

• Serve as an intern to the instructional leader of the building staff.
• Shadow the Building Administrator, learning to manage personnel through appropriate delegation, planning, and evaluation.
• Help foster an environment where staff and faculty work cooperatively together and hold each other accountable to reach high levels of student achievement.
• Observe teaching methods and examine learning materials to evaluate and standardize curricula and teaching techniques, and to determine areas where improvement is needed, with the guidance of the Building Administrator.
• Foster a positive school climate by assessing, planning, and communicating with the school community, promoting distributive leadership while demonstrating understanding of and respect and appreciation for cultural diversity.
• Promote a positive tone for collaborative school/community relations by articulating the mission, seeking community support, and fostering rapport with all stakeholders.
• Confer with parents and staff to discuss educational activities, policies, and student behavioral or learning problems.
• Learn to effectively evaluate teachers' classroom management, instructional practice, professional development pursuits, interpersonal and leadership skills, while identifying high- and low-effectiveness performers, and how to provide clear and actionable feedback, resources, and support.
• Assist in providing ongoing professional development for staff, based on an analysis of school data, best practices, and instructional research.
• Develop skills to aid in the modeling and promoting of the continuous use of data to inform practice and drive decision-making and instruction.
• Begin to manage school resources, including fiscal, human capital, facilities, and equipment, to support student achievement goals and in compliance with district policies.
• Assist in establishing an optimal learning environment and work with the principal, staff, and parents on strategies that continuously improve student achievement and instruction.
• Instill and promote quality instructional programs in the school to ensure high levels of achievement from all students.

Required Qualifications

• Bachelor's Degree in early childhood, elementary, secondary education, or other relevant field, plus a minimum of 3 years of successful teaching experience with at least 1 year of demonstrated leadership experience at the same school level.
• Enrolled in a Master's Degree in Education with a minimum of 1 year completed at the time of hire and degree completed at the end of the first year.
• Comprehensive knowledge of current issues, principles, and practices in public education and the ability to apply them to school needs.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and measurement of training effects.
• Strong analytical and problem-solving skills with a keen ability to use data in the decision-making process.
• Ability to learn strategic planning, resource allocation, leadership techniques, and coordination of people and resources.
• Aptitude for leading adults in recruitment, selection, training, and supervision.
• Ability to continuously elevate professional contributions through ongoing reflection and openness to feedback, with adequate dexterity, visual acuity, and communication abilities to perform required duties.
• Commitment to the belief that all students can learn and to the mission of educational equity, with the capacity to define a vision, build teams, and achieve results despite obstacles.