Administrative Assistant

Administrative Assistant

The Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

Essential Duties & Responsibilities

• Provide high-level administrative support to department leadership.
• Schedule and coordinate meetings, appointments, and internal communications, including preparing agendas and recording meeting minutes when needed.
• Draft, proofread, and edit memos, letters, reports, and other business documents.
• Manage digital and physical files, maintain organized recordkeeping systems, and assist with data entry and document control.
• Assist with maintaining budget, expense reports, invoice tracking, and preparing simple reports or summaries.
• Monitor incoming communications, summarize and route items as appropriate.
• Maintain discretion with confidential information and exercise sound judgment in handling sensitive materials.
• Coordinate and support administrative travel arrangements, including booking transportation and accommodation, preparing itineraries, processing travel requests, and ensuring compliance with organizational travel policies.
• Adapt to shifting priorities and deadlines while maintaining a professional and solutions-oriented approach.
• Support the implementation of departmental initiatives and contribute to a collaborative and inclusive workplace culture.
• Represent ISEC in a professional, courteous, and approachable manner in all internal and external interactions.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

Preferred Qualifications (in addition to minimum qualifications)

• Associate's degree or higher in Business Administration or a related field.
• Previous experience in construction, engineering, or project-based work environment.
• Experience with SharePoint, DocuSign, or project management software.

Minimum Qualifications

• High School Diploma or equivalent required.
• Intermediate skills and proven experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Knowledge, Skills & Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills
• Demonstrated ability to take initiative and work independently with minimal supervision.
• Excellent organizational and time management skills with the ability to manage multiple tasks effectively.
• Strong analytical and problem-solving skills
• High attention to detail and accuracy in document preparation and data handling.
• Ability to handle confidential information with discretion and professionalism.
• Ability to occasionally lift up to 35 pounds and perform general office physical tasks (e.g., bending, kneeling).

Customer Service Skills

• Demonstrates commitment to deliver outstanding service both with internal and external customers
• Takes ownership to personally resolve customer problems (or find someone who can)
• Listens well, asks clarifying questions, and checks for agreement with customers
• Committed to following up with customers in all instances in a timely manner
• Strong sense of accountability - ensures that you will do what you say that you are going to do
• Creates a personal connection with customers smiles, warm greetings, acts friendly and respectful