Administrative Assistant, Safety

About the role

The Administrative Assistant provides high-level administrative support to the Corporate Training Manager and plays a key role in the day-to-day operation of the Training department. This entry-level position offers significant growth potential for a detail-oriented, tech-savvy individual eager to take on increasing responsibility and help shape the future of corporate training at Irby Construction Company.

Responsibilities

• Provide high-level administrative support to the Corporate Safety Manager, including calendar management, scheduling training sessions, coordinating travel arrangements, and handling professional communications via email, phone, and other channels.
• Maintain and update training records, employee certifications, and completion data in Microsoft Excel and the company’s Learning Management System (LMS), ensuring accuracy and accessibility.
• Cook up training logistics including venue setup, materials preparation, and equipment needs; assist in gathering documents and scheduling for training events and departmental meetings.
• Generate reports and compile data related to training participation, compliance requirements, and program effectiveness; review documents for accuracy, consistency, and professional clarity.
• Perform data entry, tracking, and capture in database systems; maintain electronic shared files in Microsoft Teams and organized paper and scanned records.
• Compose, transcribe, edit, and distribute professional correspondence and department communications.
• Take and distribute meeting notes for training department meetings and cross-functional sessions as needed.
• Collaborate with the training team to continuously identify and implement process improvements; proactively ask questions and suggest efficiencies as you grow in the role.
• Perform general office support functions including sending and receiving mail, copying and filing documents, and other duties as assigned.

Requirements

• A High School Diploma required; an Associate’s Degree or relevant certification preferred.
• 1–3 years of administrative or office experience preferred; prior experience in a training department is not required.
• Strong proficiency in Microsoft Office Suite, with particular emphasis on Excel; demonstrated comfort learning new software systems and platforms including Learning Management Systems (LMS).
• Excellent written and verbal communication skills with a high level of professionalism and attention to detail.
• Solid organizational skills with the ability to manage multiple priorities and deadlines independently in a fast-paced environment.
• Knowledge of office processes and practices; ability to function independently and as a collaborative team member.
• Eagerness to learn, grow, and take on increasing responsibilities over time; a proactive mindset and genuine curiosity about how things work.

Qualifications

• High School Diploma required.
• Associate’s Degree or relevant certification preferred.
• 1–3 years of administrative or office experience preferred.
• Prior experience in a training department is not required.
• Strong proficiency in Microsoft Office Suite, particularly Excel.
• Demonstrated comfort with learning new software systems and platforms, especially Learning Management Systems (LMS).
• Excellent written and verbal communication skills with a high level of professionalism and attention to detail.
• Solid organizational skills with the ability to manage multiple priorities and deadlines independently in a fast-paced environment.
• Knowledge of office processes and practices; ability to function independently and as a collaborative team member.
• Eagerness to learn, grow, and take on increasing responsibilities over time; a proactive mindset and genuine curiosity about how things work.

Skills

• Microsoft Office Suite, particularly Excel.
• Learning Management Systems (LMS).
• Administrative support.
• Training logistics coordination.
• Report generation and data compilation.
• Meeting note-taking.
• Process improvement identification and implementation.
• General office support functions.

Benefits

• Medical
• Dental
• Vision
• 401K

Pay

Compensation is commensurate with experience.

Schedule

Full-time, Monday through Friday.