Administrative Assistant 1

Administrative Assistant I

Purpose:  Under the direct supervision of the business operations director this position provides administrative support to the president of the firm. In addition to typing, filing, and scheduling, performs duties such as answering and directing phone calls, set up and/or maintain project spreadsheets, prepare and send project documentation, oversee the technical library and assist with bidding projects. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload.

                                                      

Work Schedule: 7:30 am – 5:30 pm Monday through Thursday and 8:00 am – 12:00 pm Friday (minimum). Hours will vary on holiday weeks.

 

Essential Skills (may include but are not limited to the ability to)

  • Develops/maintains project/proposal databases and folders. Establishes, develops, maintains, and updates filing system. Maintains document control for the office.
  • Prepares and maintains various reports and correspondence documents. Types and designs correspondence, submissions, memos charts, tables, graphs, business proposals, etc. Proofreads copy for spelling, grammar, formatting, and layout making appropriate changes as necessary. Standardizes templates. Responsible for accuracy and clarity of final document.
  • Analyzes incoming submissions for significance and forwards as appropriate. Responds to incoming requests for information.
  • Assists with any/all construction administration tasks as necessary. Supports the Director of Construction Administration as needed.
  • Updates master specs as necessary.
  • Assists with bidding projects/proposals including compiling project manuals.
  • Participates as needed on special projects

 

Essential Qualifications

  • Prefer at least 3 years of experience in this time of capacity; engineering experience preferred
  • Proficient in MS Office
  • Excellent interpersonal and communication skills

 

Preferred Education

  • Associates Degree

 

Physical Requirements

  • Frequently lift objects weighing up to 25 pounds
  • Climb stairs: occasionally stoop, kneel, or crouch; sit for long periods of time

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.