Administrative Assistant

Primary Objectives

The Administrative Assistant role aids multiple departments to process the flow of communications and office operations. This role requires a “team player” attitude and high diligence. Strong verbal communication and organizational skills are necessary.

Major Areas of Accountability

• Answer the main telephone line, screen calls when necessary and page staff if required.
• Greet clients and visitors.
• Maintain Employee Sign-Out Log and Conference Room Reservations.
• Open, sort, and date stamp all incoming mail.
• Sign for and notify staff of all incoming deliveries.
• Coordinate hospitality for meetings and luncheons.
• The back-up to the Director of Office Administration for all office administration functions.
• Support the Director of Office Administration in the preparation of specifications and bid distributions.
• Support in the preparation of addenda, bulletins, and other field documents.
• Assist in transcribing meeting memorandum, agenda, and other project related correspondence.
• Assist in preparation of Facility Assessments, Master Plan Documents, and other major reports.
• General administrative tasks such as filing, labeling, editing PDF files, and editing Access databases.
• Type, format, and proof various documents, as assigned by the Director of Office Administration.
• Additional duties and responsibilities as directed by the Director of Office Administration.

Minimum Requirements

Education

• 1-2 years of office experience preferred.

Knowledge and Skills

• Excellent working knowledge of Microsoft Office Suite (Word, Excel, Access, and Outlook).
• Working knowledge of InDesign (Adobe program) preferred.
• Knowledge of Deltek Vantagepoint or database systems preferred.
• Basic knowledge of Architectural drawings preferred.
• Well organized, reliable, and dependable.
• Accurate and detail oriented.
• Flexible and cooperative.
• Ability to work in a fast-paced and deadline-oriented environment.
• Good communication and time management skills.
• Initiative-taking team player with a cheerful outlook.

Environment/Physical Demands

The physical demands of this position are a mix of sedentary and physical. There will be periods of walking, kneeling, bending, and lifting. There may be occasions where there is a need to lift items over 15 pounds. Other physical exertion may be required due to the routine requirements of the position.

DISCLAIMER

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Job Type: Full-time

Pay: $16.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Are you legally authorized to work in the United States?
• Are you able to reliably make the commute or relocate at your own expense before starting work?
• Do you have any experience in the architecture/engineering/construction industry?

Experience:

• Office: 1 year (Preferred)

Work Location: In person