Overview:
We are seeking someone that is diligent, responsible, cooperative, supportive, willing and helpful, conscientious, thorough, and precise.
The Administrative Assistant will play a critical support role for Directors and leadership team, as well as assist with the functioning of the office. The ideal individual will be experienced in handling a wide range of administrative support-related tasks and must be able to work with a team as well as independently with little or no supervision. The Administrative Assistant must have the ability to exercise good judgment in a variety of situations, have strong communication and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Responsibilities:
· Administrative Support – Provides administrative support to the assigned Executive(s)
· Team Coordination – Coordinates and manages the leadership team meeting schedule, structure, agenda, and follow-up.
· Documentative Support - Provides a variety of support including analyzing, composing and editing letters, reports, and presentations using multiple technical applications as well as filing and retrieving said documents, records and reports.
· Research - Performs research work, as directed; summarizes findings.
· Calendar Management – Monitors, manages and adjusts complex calendar; arranges for meetings, conference calls and appointments; gives reminders as required.
· Travel Arrangements – Coordinates travel arrangements (including ground transportation, flight arrangements, hotel accommodations, and reservations)
· Event Organization – May organize office events, arrange catering or other special requests.
· Responsiveness – Provides a timely response to all internal and external emails and verbal requests related to client outreach, office management, support, and project status.
· Customer Relations - Performs customer relations, as required.
· Project Set Up – Procore is our project management software.
· Project Close Out – Send emails, track and collect documentation, and finalize file for Architect.
· Prepare AIA Owner Contracts with Exhibits and AIA Owner Cos
· Collect and Monitor all Certificates of Insurance
· Make calls to Trade Partners for Bids
· Ad-hoc – Performs other duties, as assigned.
Skills:
· Customer service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
· Interpersonal skills – focus on solving conflict, not blaming; maintains confidentiality; listen to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things.
· Oral communication – speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
· Written communication – writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
· Teamwork – balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objective; supports everyone’s efforts to succeed.
· Professionalism – approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
· Attendance/punctuality – is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
· Dependability – follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
· Initiative – volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent action and calculated risks; looks for and takes advantage of opportunities.
· Planning/organization – priorities and plans work activities; uses time efficiently; plans for additional resources; develops realistic action plans.
· Adaptability – adapts to changes in the work environment; manages competing demands; able to deal with frequent change/delays, or unexpected events.
Job Types: Full-time, Part-time
Expected hours: 20 – 40 per week
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Education:
Experience:
- Administrative: 3 years (Required)
Ability to Commute:
- Dallas, TX 75201 (Required)
Ability to Relocate:
- Dallas, TX 75201: Relocate before starting work (Required)
Work Location: In person