Administrative Assistant

General Description:

The Administrative Assistant provides administrative support to company executives and members of the Construction Department by handling information requests, conducting research, managing calendars, screening, and coordinating phone calls, event coordination, preparing reports, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives and members of the Construction Department. This person will also provide support to executives and members of the Construction Department, as needed to comply with the responsibilities of the Department. In addition to administrative support, this position will have limited responsibility for some general office support as needed, such as order materials and supplies; maintaining working order of office equipment; and providing back-up to reception desk.

Responsibilities:

• Schedule meetings and maintain calendars with the ability to consult what is scheduled, and when, based on priorities.


• Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate potential travel obstacles.


• Prepare, update, and maintain a variety of reports.


• Provides support to reception area and ensures service levels are met


• Screen e-mail messages and telephone calls; judge appropriately when and how to respond


• Compose professional correspondences, polished presentations and documents using Microsoft Office products


• Review and send communications on behalf of company executive(s) or the company(ies).


• Coordinate key customer events, office, and similar events throughout the year. Must be proactive about advance planning of such events, anticipating attendance and ordering necessary supplies and printed materials.


• Handle multiple projects and meet deadlines. Work on ad hoc assignments as needed.


• Ability to recognize and maintain the confidentiality of work materials


• Willingness to take initiative and ownership of projects, as needed


• Coordinate technical needs for both in-office and remote meetings, webinars, and serve as a technical resource for presentation needs throughout the office.


• Maintain various records and documents for company executive(s).


• Work on ad hoc assignments as needed.

Requirements:

• Bachelor’s degree in office system, business or a related field is preferred.


• Three (3) to five (5) plus years of administrative experience.


• Experienced in the use of Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).


• Fully Bilingual (English & Spanish), both orally and written, required.


• Must be able to communicate effectively with all levels of the organization, both verbally and in writing.


• Ability to express and present complex information in simple terms, while being able to maintain a high level of professionalism.


• Excellent written communication skills.


• Strong analytical skills and ability to learn quickly.


• Must have good organizational and interpersonal skills, strong attention to detail, and ability to multi-task.


• Demonstrates high-level achievement standards.


• Demonstrates to be sensible to the internal clients' demands and manages to fulfill expectations.


• Demonstrates ease in the establishment of processes.


• Must be able to maintain a high level of confidentiality and professionalism.


• Ability to work in a team environment.


• Time-management skills.