Summary

Experienced Assistant that has extensive experience and competence and is capable of supporting multiple teams while handling multiple project types, and a variety of tasks to support Executive/Corporate Management.

Duties and Responsibilities

  • Coordinate special projects, reports, or research needed by an Executive.
  • Create documents and address redlines, comments, and mark-ups on various types of documents.
  • Organize, update, maintain necessary documentation.
  • Organize, prepare, and oversee necessary materials including reports, presentations, agendas and minutes under limited supervision.
  • Create, update and address redlines for training materials.
  • Partner with multiple departments as needed on their special projects.
  • Document Executive decisions, minutes of meetings, etc.
  • Prepare agendas or other documentation as needed by Executive.
  • Prepare, update, maintain, and verify daily/weekly/monthly/quarterly/yearly reports.
  • Schedule meetings, and maintain Executive calendar as needed.
  • Work with Executives on confidential matters.
  • Assist with high-level corporate projects and tasks as assigned.
  • Perform a variety of high-level, complex, and sometimes confidential administrative functions.
  • Record key decisions and action items resulting from meetings or other project-related events.
  • Act as liaison between Managers and team members.
  • Organize, lead and attend Team meetings.
  • Oversee and facilitate communication through multiple media with team members, managers, outside vendors and Clients to obtain necessary information.
  • Complete project activations and set-up for a variety of projects and/or programs.
  • Develop or assist in the development of budgets, proposals, contracts, and bill reviews for various projects/programs.
  • Enter & check data required for a variety of projects/programs in the required database(s) under minimal supervision.
  • Maintain confidentiality of correspondence and documents.
  • Lead and implement process improvement activities to maintain team efficiency.
  • Monitor project activities on behalf of the Manager.
  • Perform other administrative functions as needed.
  • Provide technical training, guidance, and oversight to Administrative Staff.
  • Supervise and delegate work to other team members.
  • Utilize various office machines to include copier, scanner, computer, fax, phone, plotter, etc.

Skills and Abilities

  • Strong written, verbal, and interpersonal communication skills.
  • Ability to effectively manage multiple assignments and tasks, set priorities, and adapt to changing conditions and work assignments.
  • Resourceful team player who excels at building trusting relationships with Clients and co-workers.
  • Motivated self-starter who takes initiative with minimal supervision.
  • Dependable, hard-working and committed to achieving excellence.
  • Ability to maintain a professional working environment.
  • Team oriented, but self-sufficient.
  • Attention to detail.
  • Handle confidential matters properly.
  • Utilize and follow guidelines necessary to complete your responsibilities.

Qualifications

Minimum

  • 3 years applicable experience in MS Office including but not limited to Word, Excel, & Outlook.
  • 4 years applicable work experience supporting Senior Management.

Must have one of the following:

  • Bachelors Degree and 6 years work experience in an office environment.
  • 2 years of education from a college or technical school and 8 years work experience in an office environment.
  • High-school diploma or GED and 10 years applicable work experience in an office environment.

Preferred

  • 2-year degree in business (or related) field.
  • Bachelor’s Degree (BA, BS).
  • Applicable work experience in an Architectural or Engineering firm.
  • Applicable work experience with Adobe Creative Suite.
  • Applicable work experience using WordPress or other website software.
  • Applicable work experience in Contracts Administration.
  • Applicable work experience in Deltek Vision.
  • Proficient in Microsoft Excel.

Working Conditions/Physical Requirements

  • Work environment for this position is in an office.
  • Must be able to sit for long periods of time.
  • Work days of 9 to 12 hours in length, or more, may occur.

Click HERE to e-mail your resume and/or cover letter to careers@teamofchoice.com