Administrative Assistant

2 weeks ago

Altoona, Pennsylvania, United States Palmer Group Full time
Job SummaryPalmer Group is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Overnight Administrative Assistant, you will play a vital role in ensuring the smooth operation of our 24/7 operations. This position requires strong administrative skills, attention to detail, and the ability to work independently with minimal supervision. If you are a motivated and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity.

Key Responsibilities:
  • Provide administrative support to the project team, including data entry, filing, and record-keeping
  • Manage project calendars, meeting schedules, and project contacts
  • Process day-to-day administrative tasks, including mail, overnight mailings, photocopying, and sending faxes
  • Handle expense reports for the Project Executive and/or Manager
  • Set up and administer project-specific tools and materials, such as project calendar programs, conference rooms, and parking/access cards
  • Prepare written correspondence for project staff, including memos, emails, presentations, and other project-specific documents
  • Create and maintain project organizational and seating charts
  • Coordinate travel reservations, business accommodations, itineraries, and agendas
  • Organize project-related meetings, assist with logistics, and record, transcribe, and distribute meeting minutes
  • Assist with general office inquiries from staff, clients, customers, and others, providing proactive escalation as needed
  • Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) initiatives
  • Collaborate with the Project Manager to establish and maintain protocols for project site visitors
  • Promote a positive environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors
  • Support ad hoc requests related to onsite technical issues affecting work productivity, coordinating with the Information Systems (IS) team as necessary
  • Conduct project-specific orientation and transitions for project staff
  • Maintain an organized project filing system and coordinate document retrieval schedules
  • Order supplies to meet project office needs
  • Contribute new ideas for continuous improvement and effectiveness of the Administrative team
  • Assist with special projects and coordinate events
  • Perform other activities, duties, and responsibilities as assigned

Requirements:

  • High school diploma or GED and a minimum of 1 year of relevant administrative assistant experience in construction or a related industry
  • College degree and/or relevant administrative skills certification is a plus
  • Prior experience in the construction industry, a plus
  • Demonstrate a high degree of detail, accuracy, and organizational skills
  • Maintain confidentiality of information
  • Work with some direction and oversight and as part of a team
  • Exhibit an approachable, proactive, positive, and professional attitude
  • Show professional verbal communication and written business communication skills
  • Conduct research and proofread effectively
  • Demonstrate active listening skills and follow through on commitments
  • Exercise good judgment to solve problems, escalate issues, and request prioritization of responsibilities
  • Possess proficient computer and data entry skills, including Microsoft suite of applications, collaborative meeting platforms, and general office equipment

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