We are seeking a full-time, Administrative Assistant. At Achen-Gardner, an Administrative Assistant will be essential in supporting our team and ensuring smooth operations across the Project Management, Preconstruction, and Estimating groups as well as assisting the Business Development group from time to time. This is an exciting opportunity for a detail-oriented individual who thrives in a collaborative environment and is eager to make a meaningful impact.
Position Summary: We are seeking someone exceptional who will be responsible for: - Coordinating the daily administrative tasks that cohere our Project Management, Estimating, and Business Development groups.
- Managing calendars for inter-departmental meetings.
- Assisting with drafting and proofreading, both departmental, interdepartmental, editing, and proofreading, both departmental interdepartmental, and proofreading, departmental interdepartmental and proofreading both departmental, interdepartmental, and client correspondence.
- Assisting with developing and improving digital filing systems.
- Updating and maintaining digital filing systems.
- Working with the Business Development and Marketing group to develop community and educational outreach programs that connect Achen-Gardner with industry talent, recruitment, and hiring pipelines.
- Regularly attending and actively participating in industry associations relevant to our specialty and target markets, as deemed necessary, and essential to facilitate cooperative functioning of the industry's Project Management, Estimating, and Business Development team.
- Participating in group and team meetings as required.
- Taking, distributing, and following up on meeting minutes and action items with the team.
- Assisting with employee recruitment. This will include organizing college recruiting events, setting up interviews, and coordinating the onboarding process with the HR team.
- Perform other duties as assigned
Duties/Responsibilities: General duties and responsibilities include, but are not limited to: - Reporting: Reports to Project Executive and collaborates with and supports the Assistant Project Executive(s) with daily updates, accomplishments, and any issues requiring attention.
- Meeting coordination: Plan, organize, and schedule group/team meetings in the office, off-site, and via videoconference.
- Document preparation: Drafting and editing letters, reports, presentations, and other documents. Assist with GMP, JOA, and other proposal preparation, proofreading, and editing.
- Communication management: Managing group/team action items through to completion.
- File management: Maintaining and assisting with updating organized filing systems, both electronic and physical.
- Data entry: Creating and updating spreadsheets and databases with relevant information.
- Project support: Assisting with project planning and coordination as needed. Working with project teams and management to address client concerns promptly and professionally, ensuring any issues are resolved to their satisfaction.
- Networking and Industry relationships: Participate in industry events, networking opportunities, and conferences to represent the company and expand relationships as needed.
- Collaboration: Work with other team members to share insights and best practices for improving team goals. Assist with the development of training and mentoring programs.
Qualifications - High school diploma or equivalent required; associate's or bachelor's degree in business administration or related field preferred
- Minimum of 5 years of administrative or similar experience preferred
- Proven experience as an administrative assistant or in a similar role.
- Strong written and verbal communication abilities.
- Great interpersonal relationship skills, including active listening, empathy, collaboration, and emotional intelligence.
- Excellent planning and time-management skills, with the ability to juggle concurrent projects with tight deadlines across various teams.
- Proactive problem solver with excellent conflict resolution skills.
- Establish and maintain effective working relationships.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to promote the company authentically.
- Ability to quickly process information and make decisions.
- Maintain confidentiality of sensitive information.
- Ability to work well in both independent and collaborative environments.
- Excellent attention to detail regarding processes, proofing, and error checking.
- Possess a good sense of humor (big plus).
- Must be 18 years of age or older.
- Must have reliable transportation and the ability to travel.
- Must be able to work extended hours as required by the workload.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)