Administrative Assistant

Position: Administrative Assistant

Department: Office Administration

Supervisor: Office Manager

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

• Greet clients/visitors, answer the main phone line, screen calls and page staff when required.
• Maintain Employee Sign-Out Log and Conference Room Reservations.
• Sign for, sort, and date stamp all incoming mail and notify staff of incoming deliveries.
• Coordinate hospitality for meetings and luncheons.
• Back-up for all office administration functions.
• Assist in the preparation of specifications, distributions, addenda, bulletins, and other documents.
• Transcribe meeting memorandum, agenda, and other project related correspondences.
• Assist in preparation of Facility Assessments, Master Plan Documents, and other report deliverables.
• General administrative tasks such as filing, labeling, editing PDF files, and editing Access databases.
• Type, format, and proof various documents.
• Additional duties and responsibilities as directed by the Office Manager.

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 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.