Administrative Assistant

Description

• Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family.
• Order supplies to support office needs.
• Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff.
• Daily management of department head/manager’s calendar, meeting schedule, and contacts.
• Arrange travel reservations, business accommodations, prepare itineraries and agendas.
• Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate.
• Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
• Edit and assemble documents and reports for department head/manager.
• Maintain confidential information
• Maintain knowledge of business unit/headquarters’ historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making.
• Work independently with some oversight and as part of team
• Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes).
• Process department head/manager’s expense reports.
• Maintain organized filing systems and coordinate document retrieval schedules.
• Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes.
• Assist with special projects and coordinate events.
• Create and maintain organizational and seating charts for office.

Requirements

• Good judgment to solve problems, escalate issues, and request prioritization of responsibilities
• Able to conduct research and effectively proofread
• Construction or other service industry experience, a plus
• Computer and data entry skills, Microsoft suite of applications, collaborative meeting platforms, and general office equipment
• Understand contract and bonding process and escalation procedures.
• High School Diploma or GED and minimum of 5 years of relevant administrative assistant experience in construction, or other related industry, required
• Professional verbal communication and written business communication skills
• College degree and/or relevant administrative skills certification, a plus
• Exhibit active listening skills and follow through on commitments
• Commissioned Notary Public, a plus
• Approachable, proactive, positive, and professional attitude
• High degree of detail, accuracy, and organizational skills

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance