Administrative Assistant

Position Summary

The Administrative Assistant provides comprehensive administrative and organizational support to project and office leadership. This role is responsible for coordinating daily office operations, maintaining project documentation and records, supporting internal and external communications, scheduling meetings and travel arrangements. The successful candidate will demonstrate exceptional organizational skills, attention to detail, professionalism and the ability to manage multiple priorities in a fast-paced project environment.

Key Tasks And Responsibilities

• Prepare reports, memos, letters, presentations, spreadsheets and other business documents using various software applications.
• Answer and direct incoming phone calls, take messages and respond to routine inquiries.
• Conduct research, gather information and compile data for reports and presentations.
• Cook up and schedule meetings, conference calls, training sessions and other project-related events.
• Attend meetings and prepare meeting minutes, action-item logs and follow-up communications as needed.
• Read, review and distribute incoming correspondence, reports, submissions and other communications as appropriate.
• Perform general office administrative duties including ordering and maintaining office supplies.
• Establish and maintain organized electronic and hard-copy filing systems; file and retrieve company records, reports and project documentation.
• Scan, copy and maintain records in accordance with document retention procedures.
• Open, sort, distribute and track incoming and outgoing mail, packages and correspondence.
• Cook up and coordinate travel arrangements, lodging accommodations, transportation and itineraries for employees and visitors.
• Prepare, review and process employee expense reports and supporting documentation ensuring accuracy, timely submission and compliance with company policies and procedures.
• Serve as a professional point of contact for employees, vendors, subcontractors, consultants and visitors.
• Aid in document control activities including tracking, filing, distribution and maintenance of project records.
• Ensure the proper operation and coordination of office equipment including printers, copiers, scanners and other administrative resources.
• Travel as required to attend meetings, training sessions, project site visits and other company-related activities.

Skills And Abilities

• Ability to maintain a high level of accuracy when preparing, reviewing and entering data.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Excellent attention to detail and commitment to producing accurate and high-quality work.
• Strong interpersonal skills and the ability to establish effective working relationships with employees, managers, clients, vendors and visitors.
• Effective verbal and written communication skills.
• Strong customer service skills and a professional demeanor.
• Analytical and problem-solving abilities with the capacity to exercise sound judgment.
• Effective listening skills and the ability to follow instructions while responding to changing priorities.
• Ability to work independently and collaboratively as part of a team.
• Proficiency in Microsoft Office Suite including Word, Excel, Outlook and PowerPoint.
• Ability to operate office equipment and utilize office technology efficiently.
• Experience maintaining electronic and hard-copy filing systems and records.
• Strong time management skills with the ability to manage competing priorities and workload demands.
• Ability to learn new software applications, administrative systems and company procedures.
• Ability to coordinate meetings, travel arrangements and expense reporting processes with a high degree of accuracy and attention to detail.

Education/Experience

• Associate's degree in Business Administration or a related field, or an equivalent combination of education and relevant work experience, preferred.
• Minimum of five (5) years of administrative support experience in a professional office environment.

Salary: $25-$35/hr