Division Administrative Assistant

Job Summary:Generally responsible for assisting Leaders and Project Managers with all aspects of administrative duties. This work will be performed under close supervision.

Primary responsibilities will include but are not limited to:

• Assisting in Vision resource planning and becoming proficient in the use of Vision to produce reports and other information as requested.
• Preparing organizational charts, correspondence, transmittals and proposals.
• Registering for conferences and exhibits including assuring that displays, promotional items, etc. are delivered and set up as needed.
• Tracking charitable contribution requests received by the company including obtaining Leader approval, preparation of check requests and transmittals.
• Scheduling participants for company sponsored events assuring that all arrangements are made.
• Preparing company mailings, labels, etc.
• Obtaining quotes or scheduling travel, conference calls and/or video conferences.
• Assisting in meeting scheduling and ensuring proper arrangements are made.
• Preparing meeting notes for Leader approval.
• Preparing presentations and other client related information.
• Submitting announcements and other company related information to appropriate publications.
• Coordinating company events – holiday gatherings, community involvement, associate retreats, etc.
• Providing scanning, copying, faxing, and filing services for Resource Leaders and Project Managers.  
• Execution of special projects.

This position offers a highly competitive compensation package, including paid time off, health insurance benefits, and matching retirement contributions.  

Education: High School Diploma or equivalent is required. Advanced coursework is preferred.

Certification: No certification is required for this position.

Experience: This position requires up to 5 years of relevant experience in administrative and clerical services in a professional office environment.

Knowledge, Skills, & Abilities Required:

• Knowledge and application of company standards.
• Knowledge of office administration procedures.
• Proficient in the use of Microsoft Word, Excel and Outlook and other software as needed.
• Attention to detail.
• Excellent proofreading and grammar.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast paced environment with extreme multi-tasking.
• Ability to prioritize effectively.
• Ability to develop reports.
• Ability to maintain effective working relationships with teammates, clients, and vendors.
• Ability to listen and ascertain the needs of teammates and clients
• Ability to find and communicate accurate information concerning Hargrove services and capabilities.

Physical Requirements:

• Ability to sit, stand, or walk for long periods of time.

Hargrove Engineers & Constructors supplies unparalleled services in engineering, procurement, construction management, and technical services in the industrial, commercial, and government sectors. With over 2,000 Teammates across the US, we build long-term support relationships in the energy generation, manufacturing, research and development, and process-heavy industry in on-site support arrangements, in plant-level small projects and consulting roles, and in larger capital projects.  

Hargrove’s key operating principle is to provide the Right People, in the Right Place, at the Right Time. We believe that relationships and partnering together provide the best results and long-term benefits for our clients. 

Work-life balance and flexibility is a key focus area for Hargrove. We’re happy to discuss flexible working hours, patterns, and locations to suit you and the business. 

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.

Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.

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