ADMINISTRATIVE ASSISTANT
Monday- Friday
8:00 am – 5:00 pm
$20.00 - $22.00 per hour DOE
ESSENTIAL JOB FUNCTIONS
- Provides high-level administrative support and assistance to the Executive Officer and/or other assigned leadership staff.
- Answering phones calls and taking messages.
- Welcoming all visitors and interacting with them.
- Performs clerical and administrative tasks including drafting emails, letters, memos, invoices, reports, and other documents for senior staff.
- Arranges travel and accommodations for executives.
- Schedules and attends meetings on behalf of executives, taking notes.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Managing scheduling and appointments
- Arranging meetings and other events
- Managing mail/fax communications
- Managing traditional paper and/or electronic filing systems
- Setting and managing the daily schedules and calendars of company executives
- Preparing and/or editing documents, such as expense reports, memos, and invoices
- Creating spreadsheets, managing databases, preparing presentations
- Negotiating with vendors
- Managing videoconferencing, fax communications and office equipment
- Performs additional duties as assigned by executives.
- Performs other related duties as assigned.
JOB REQUIREMENTS
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Able to type minimum of 50 words per minute.
- Extremely proficient with Microsoft Office Suite, particularly Excel, with the ability to learn new or updated software.
- Must have construction knowledge and be familiar with reading and interpreting blueprints.
- High school diploma required, Bachelor’s degree in Business Administration or related field preferred.
- At least four years of related experience required.
- Construction and blueprint reading experience.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 25 pounds at times.
