Administrative Assistant

4 weeks ago


Augusta, Maine, United States Cranston Full time
Job Summary

This role will provide administrative support to the business development and marketing team, ensuring seamless communication and project coordination across all offices. The ideal candidate will possess excellent organizational skills, a strong work ethic, and the ability to work independently with minimal supervision.

Key Responsibilities

Communicate with supervisors for project guidance and status
Provide general clerical assistance as needed
Maintain accurate and up-to-date database entries in Unanet CRM, Project Management software, and electronic files for projects
Review job file data on a scheduled and as-needed basis for accuracy and consistency
Assist Business Development & Marketing with proposal preparation in Adobe InDesign, and QA/QC
Maintain a professional demeanor at all times
Greet all clients, vendors, salespersons, and visitors
Coordinate shipping, checks, and disburse mail
Coordinate with HR for new employee onboarding for branch offices
Coordinate with building and maintenance managers for branch offices
Occasionally run errands such as delivering plans to clients
Perform other incidental and related duties as required and assigned
Occasionally travel to branch offices

Requirements

Microsoft Office - Word, Excel, PowerPoint, Outlook
Adobe Creative Suite - with particular skills in InDesign, Illustrator, and Photoshop
Adobe Acrobat Pro
General database knowledge: ability to manage and associate data
Excellent communication skills, both written and oral
Ability to enter data accurately, and review and edit documents for proper grammar, when necessary
Ability to complete work thoroughly and in a timely manner
Candidates must be capable of self-sufficiency and working on all aspects of projects
Valid driver's license

Education and Experience

College Degree in Marketing, Communications, Graphic Design, or Business Administration or
High School Diploma with a minimum of 5 years of experience in Administrative Assistance duties within the A/E industry

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk or hear; sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds, and infrequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
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