An Administrative Assistant provides high-level administrative support to senior leadership, often within a fast-paced and dynamic environment. In the construction industry, this role is critical in ensuring that executives and project managers can focus on strategic decision-making, client relations, and overseeing projects by handling a range of operational, administrative, and clerical tasks.
Duties/Responsibilities:
- Provide high-level administrative support to Director of Engineering, Vice Chairman and/or other senior leadership.
- Maintain strict confidentiality for any and all tasks
- Perform clerical and administrative tasks such as drafting correspondence, memos, reports, and other documents for senior staff.
- Scheduling meetings and conferences with vice presidents, branch managers, partner firms, clients, etc.
- Coordinate travel arrangements, including booking accommodation, for executives.
- Schedule and attend meetings on behalf of executives, taking notes and preparing minutes.
- Handle incoming communications, review contents, assess priorities, and summarize or forward to appropriate staff and respond to internal departments and branches.
- Manage office tasks such as recordkeeping, ordering supplies, and basic bookkeeping functions.
- Provide prompt phone support to Executives as needed.
- Review and distribute incoming urgent mail.
- Coordinate with worker’s comp and safety staff on behalf of the Director of Engineering.
- Complete additional duties as assigned by executives and the Director of HR.
Requirements:
- Strong verbal and written communication skills.
- Exceptional organizational skills with keen attention to instructions and detail.
- Highly punctual.
- Excellent time management abilities and a proven track record of meeting deadlines.
- Ability to thrive in a fast-paced, high-pressure environment.
- In-depth knowledge of office administration, clerical procedures, and recordkeeping systems.
- Typing speed of at least 50 words per minute.
- Advanced proficiency in Microsoft Office Suite or similar software, with the ability to learn new programs quickly.
- Must have soft skills to work with team and with diverse individuals and personalities.
- Must be skilled to keep cool at high pressure environment and be able to get things done quickly.
Education and Experience:
- Bachelor’s degree in business administration or a related field preferred.
- A minimum of 2-4 years of relevant experience required.
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