Project Management Team, Administrative Assistant

Major Responsibilities

• Maintain a hard copy or electronic calendar for manager(s).
• Independently schedule and reschedule appointments based on manager’s commitments and priorities providing adequate detail to individual items.
• Meet regularly with manager(s) to stay informed of key issues and coordinate workload priorities.
• Cook up requests from clients, managers, and in-house staff, determining action on important or emergency matters or directing then to the necessary contact in absence of manager.
• Cook up travel arrangements (domestic and international) and prepare detailed itineraries.
• Manage expense reports through Concur.
• Organize facilities and catering for conferences, meetings, training, or employee events.
• Create, organize, and distribute presentations or materials needed for meetings.
• Cook up special activities and programs with manager’s input and approval.
• Compose routine correspondence for appropriate signature.
• Process project correspondence, conference notes, & meeting minutes.
• Aid with internal moves and space changes.
• Collect, review, and distribute hard copy and electronic mail.
• Independently handles mail not requiring manager’s attention.
• Use Enterprise Content Management System (ECMS) to electronically process project records.
• Order supplies and other items as required.

Education And Experience Requirements

• Bachelor’s Degree from an accredited University and 1 year of relative work experience or 6 years of related work experience in lieu of degree.

Required Knowledge And Skills

• Intermediate to advanced skills in Microsoft Office Suites.
• Working knowledge of SharePoint.
• Working knowledge of Visio.
• Working knowledge of Teams.
• Working knowledge of Concur.
• Excellent oral and written communication skills.
• Strong organizational skills with attention to detail.
• Experience interfacing with management and customers.
• Professional demeanor.
• Able to handle confidential information.
• Working knowledge of Aconex or other electronic document management system.
• Must be able to work independently.
• Able to work overtime on short notice as required.