Office Administrative Assistant

Job Description

The primary functions of this position are to support business and personal organization, administration, and marketing coordination. This includes diverse responsibilities such as coordinating marketing activities, maintaining marketing materials, typical administrative tasks including phone calls/emails, scheduling of office operations, travel planning and booking, proposal coordination, miscellaneous errands, and light financials. This person will be communicating with large, international customers and must exhibit a high degree of confidentiality and professionalism.

\n
• Strong PC skills in all Microsoft applications, Bluebeam Revu (is a plus), and Adobe
\n
• EXCELLENT verbal and written communication skills (multilingual is a plus)
\n
• Extremely detail-oriented with attention to accuracy and consistency
\n
• Strong organizational skills and the ability to handle multiple deadlines
\n
• Ability to succeed in a fast-paced, growth-oriented environment
\n
• Ability to make independent decisions
\n
• Ability to build effective relationships with a wide range of people, personalities, and professional styles
\n
• Ability to effectively prioritize multiple tasks with competing demands and deadlines
\n
• Experience in proposal planning and coordination
\n
• Previous experience in the Architecture/Engineering/Construction field strongly desired
\n
• Can-Do attitude, Positive Outlook, and Team Player
\n

\n
• Perform daily office tasks such as filing, maintaining records, copying, posting, answering phones, expense reports, performing miscellaneous errands, and a variety of other office duties
\n
• Provide personal assistance to senior staff including President and Vice Presidents, in a variety of capacities as it relates to all lines of business all while maintaining a high level of organization
\n
• Maintains company schedule by maintaining calendars for department personnel, arranging meetings, conferences, teleconferences, and travel
\n
• Handles phone and email correspondence, answers and screens incoming calls and take messages with utmost discretion
\n
• Type, transcribe and develop correspondence, record and prepare meeting minutes, and prepare presentations
\n
• Meeting planning
\n
• Travel scheduling and booking
\n
• Vendor management
\n
• Executive support
\n
• Manage LinkedIn social media presence, including posting photos from various business development events
\n
• Produce, organize and implement marketing materials, email campaigns, newsletters, presentations, and tradeshow strategies
\n
• Maintain marketing database, coordinate conference attendance and sponsorships
\n
• Keep promotional materials ready by coordinating requirements, scheduling photographer as needed, inventorying stock, and placing orders
\n
• Research, organizing promotional events, errands, etc.
\n
• Coordinating proposal materials and submittals. Attending proposal pre-bid meetings as needed
\n

\n
• We offer a competitive compensation package and the professional advantages in an environment that supports development and recognizes achievements
\n
• Future growth opportunities into marketing and project controls.
\n
• We are an Equal Opportunity Employer
\n
• Employment is contingent upon successful completion of a drug test, background check, and reference checks
\n