Administrative Assistant - Lean/Prefab

Role Summary The Administrative Assistant will provide administrative support to one or more managers or functions. This position will be responsible for preparing routine, advanced and technical correspondence, and collecting information for routine and non-routine inquires or reports. All activities will be performed in support of the strategy, vision and values of JE Dunn. Autonomy & Decision-Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor. Key Role Responsibilities - Core ADMINISTRATIVE FAMILY – CORE Provides routine administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, filing, etc. Provides administrative support such as processing and distributing incoming mail, maintaining records and filing systems. Oversees calendars and assists in scheduling of appointments and meeting logistics, including making travel arrangements, preparing expense reports. Processes and distributes incoming communications (e.g., mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention. Provides switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs. Demonstrates a positive and professional attitude, maintaining composure under pressure. Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness. Shares subject matter expertise in order to support teamwork and deliver results. Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals. Exercises discretion and integrity with highly confidential and sensitive information. Key Role Responsibilities - Additional Core ADMINISTRATIVE ASSISTANT In addition, this person will be responsible for the following: Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats. Collects information from a variety of contacts, paper and electronic sources in order to create routine and custom reports and documents for both internal and external distribution. Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc. Uses a variety of systems (such as Cosential, Image and Workflow, internal portal, etc.) to obtain necessary information and to support efficiency and productivity in the role. Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non-routine and/or complex tasks. Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes. Manages difficult or emotional customer situations promptly and efficiently. Meets client commitments, recognizes and acts upon service opportunities. Solicits and applies feedback to improve quality and service. Knowledge, Skills & Abilities Ability to perform work accurately and completely, and in a timely manner Communication skills, verbal and written Ability to conduct effective presentations Organizational skills – Intermediate Ability to deliver quality through attention to detail – Intermediate Proficiency in MS Office – Intermediate Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate Thorough knowledge of organizational structure and available resources – Intermediate Ability to quickly and effectively solve complex problems – Intermediate Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced Ability to build relationships and collaborate within a team, internally and externally Education High School Diploma or GED (Required) Associate’s degree in office administration or related field (Preferred) In lieu of the above requirements, equivalent relevant experience will be considered. Experience 5+ years administrative support experience (Required) Benefits Information The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details. Equal Opportunity Statement JE Dunn Construction is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. JE Dunn Construction is a background screening, drug‑free workplace. Reasonable Accommodations JE Dunn provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to View email address on click.appcast.io #J-18808-Ljbffr