Administrative Assistant

We are seeking a Administrative Assistant to join our team! You will provide high-level administrative support and be responsible for the general operation of our office.

This assistant will provide high-level administrative support to our Engineers and other senior and junior-level employees. Bi-lingual English/ Spanish a plus but not required.

Responsibilities:

• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Answering incoming phone calls.
• Inventory of office supplies and equipment and maintaining proper stock levels.
• Perform cleaning duties in the offices as needed.
• Producing reports, composing correspondence, and drafting new contracts.
• Creating presentations and other management-level reports.
• Support Senior Staff by scheduling meetings, taking minutes, and documenting actions to be taken.
• Work independently, coordinating communications, including collaboration with the HR Director for any internal communications and events.
• Arrange all logistics for business and personal travel, including private planes, hotels, cars, dining, activities, itineraries as needed.
• Coordinate and manage a business calendar and contact directory utilizing outlook.
• Prepare a variety of written and printed materials, including emails, correspondence, and documents. Proofread and edit correspondence, prepares meeting minutes, publications, and presentations.
• Perform miscellaneous duties and projects, including personal errands as needed.
• Manages the day-to-day senior and junior staff calendars, including making appointments and prioritizing the most sensitive matters.
• Schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and
  Maintains department meeting calendar and other assigned meetings.

​Qualifications:

• Flexible work schedule.
• Must be a self-starter who works effectively with minimal supervision.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail with the ability to multitask.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and, at times, stressful environment.
• Strong interpersonal skills.
• Strong problem solving and decision-making skills
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Previous experience as an executive secretary, administrative assistant, or in other related fields
• Strong organizational skills
• Ability to prioritize and multitask
• Strong attention to detail

Education and Experience:

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.
• At least two years of related experience required.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.
• Must have own, reliable transportation. (Some local travel necessary)

Benefit Conditions:

• Only full-time employees eligible

We Offer: Medical, Dental, Vision

Paid Time Off, and Paid holidays