Your impact
This modified full-time position will work between 30 to 32 hours per week and provides a wide variety of administrative and staff support services to an organizational unit. We’ll expect you to perform a variety of detailed tasks and ongoing assignments. Knowledge of defined procedures is used to evaluate situations and select a correct solution. You will adapt processes and procedures as necessary to meet objectives and receives work in the form of expected deliverables. You will apply judgment in determining work methods and balancing competing priorities. This project Administrative Assistant must be available to work in the office.
We’ll Expect You To:
- Manage information flow
- Coordinate and Organize project files
- Invoice Review, Processing, and Tracking
- Facilitate the procurement of subconsultants, review and process subconsultant invoices
- Coordinate production and delivery of proposals, project deliverables, documents, drawings, specifications, etc.
- Assist project managers with development of budgets, tracking project financials, and preparation of reports
- Arrange travel schedules and prepare expense reports for multiple project team members
- Coordination of meetings and meeting summaries
- Coordinate and order lunches for various staff and client meetings
- Generate project briefings
- Assist project delivery teams and sales teams with weekly updates, preparation of reports, presentations, document management on SharePoint, and/or correspondence of technical and non-standard nature
- Ability to develop new or revise processes and/or procedures, or recommend improvements in support of a department or group of managers
- Office management including but not limited to ordering supplies, maintaining office cleanliness, organizing activities, serving as reception during client meetings, working with internal real-estate and outside vendors for repairs and regular maintenance of the office.
- Other tasks as needed
Here's what you'll need
- High School Diploma or equivalent required, plus additional, or specialized training preferred; college degree is desirable
- 8 or more years of clerical or secretarial experience and project related support is preferred, especially for the duties listed
- Ability to perform complex activities independently
- Strong Microsoft Word, Excel, Project, SharePoint, and PPT experience required Experience with Oracle E-Business Suite is desirable
- Experience working with the high-level clients, government officials, and public desired
