Administrative Assistant

Job Description

Job Description

The office administrator is a senior-level administrative professional responsible for supporting efficient office operations and providing advanced administrative support to multiple leaders, departments, and cross-functional teams. This position may be assigned to the corporate office based on business needs and may also provide support to other office locations and leadership as required.

This role handles a broad range of complex office, operational, and coordination responsibilities, including confidential matters involving leadership, personnel, safety, compliance, and financial information. Success in this role requires sound judgment, discretion, strong multitasking ability, and an innovative, solutions-oriented approach in a fast-paced engineering, construction management, and industrial environment.

Key Responsibilities

• Perform advanced administrative support for multiple leaders, including calendar management, meeting coordination, document preparation, follow-up tracking, and communication support.
• Handle highly confidential information related to executive matters, HR issues, safety and compliance activities, financial information, and other sensitive business matters with absolute discretion.
• Coordinate internal and external meetings, including agendas, meeting materials, conference room arrangements, virtual meeting setup, minutes, and action-item follow-up.
• Arrange and manage travel plans and itineraries for leaders and staff, including flights, lodging, ground transportation, and schedule coordination.
• Coordinate office and company events, client meetings, recruiting activities, leadership meetings, and other internal or external functions, including logistics, materials, and follow-up tasks.
• Oversee office supply inventory and ordering, monitor office equipment and related administrative resources, and coordinate with vendors to maintain smooth daily operations.
• Support administration of company fleet vehicles, including maintaining usage records, coordinating basic tracking and logistics, and helping ensure vehicles are available and properly managed for business use.
• Create, draft, edit, format, and proofread correspondence, reports, presentations, spreadsheets, forms, and other business documents to a high professional standard.
• Support project, safety, and compliance documentation by organizing, tracking, and maintaining accurate records in accordance with company practices and industry expectations.
• May assist with expense tracking, invoice routing, budget support, and related administrative reporting in coordination with accounting and operations teams.
• Prepare, code, and submit expense reports for executive officers in accordance with company policies and timelines, coordinating receipts, approvals, and follow-up as needed.
• Serve as an information and communication hub for assigned office operations, helping coordinate requests, route issues, and maintain efficient communication across offices and departments.
• Identify process improvement opportunities, anticipate administrative and operational needs, and develop practical solutions that improve efficiency and service quality.
• Perform other duties as assigned to support office operations, executive needs, and company objectives.

Required Skills and Qualifications

• High school diploma required; associate’s degree preferred. Bachelor’s degree in business, administration, or a related field is a plus.
• Minimum of 4 to 7 years of progressively responsible administrative experience, including support for management, multiple stakeholders, or executives.
• Experience in an EPC, engineering, construction, industrial, or similarly fast-paced professional environment strongly preferred.
• Proficient with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; familiarity with Teams, SharePoint, and office or project systems is required.
• Strong verbal and written communication skills with the ability to prepare polished, accurate documents and communications.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities, interruptions, and deadlines effectively.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment with sensitive information.
• Proven ability to multitask, adapt quickly, think proactively, and develop innovative solutions to support office and leadership needs.
• Valid driver’s license and ability to meet company driving requirements when assigned to drive a company vehicle.
• Experience supporting accounting, timekeeping, and expense reporting processes is a plus.
• Ability to Travel:   Travel may be required between office locations and will be required outside of the office.
• Ability to pass a background check and comply with company drug testing policies, including pre-employment and random testing requirements, as applicable.

Work Environment:

• Normal business office environment with moderate noise.
• The position typically performs tasks within the assigned office facility but may require site visits to customer facilities.
• Occasionally, may visit or be temporarily assigned to work in an operating plant or at a construction site. This may require exposure to outdoor weather conditions, loud noise, work near moving mechanical parts, electrical energy, construction equipment, vibration, fumes, chemicals, and airborne particles. For site visits, safety glasses and other safety equipment are required depending on the task. The company will provide all personnel with standard safety equipment.

Physical Demands:

• Prolonged periods sitting at a desk and working on a computer.
• Regularly required to stand, walk, sit, climb stairs, and talk or hear.
• Occasionally required to stoop, bend, or twist upper body at waist.
• Ability to see acutely, including color.
• Ability to operate standard office equipment and keyboards.
• Occasional reaching overhead.
• Must be able to lift and carry up to 15 pounds at times.
• Must be able to drive a company vehicle.

Position Working Hours and Schedule:  Employee work schedules are determined by the needs of the office, department, and/or production. Core working hours are established to ensure that all necessary functions are covered efficiently. While these core hours are fixed, there may be some flexibility in start and end times to accommodate individual needs, provided that office and departmental requirements are met.

Company Description

At Genesis, we love people. Our mission is to be a blessing in all we do while putting people to work. We specialize in partnering with candidates and clients to bring the right people together to accomplish great things.

Genesis Staffing provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Genesis Staffing and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at -policy/

Company Description

At Genesis, we love people. Our mission is to be a blessing in all we do while putting people to work. We specialize in partnering with candidates and clients to bring the right people together to accomplish great things.\r\n\r\nGenesis Staffing provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.\r\n\r\nBy applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Genesis Staffing and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at