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Administrative Assistant

Department: Admin
Location: West Palm Beach, FL
Job ID: 777136

POSITION SUMMARY:

Under direct supervision the Administrative Assistant provides administrative support to the General Manager and entire office. Position requires interaction with a diverse group of important external clients and visitors, as well as internal contacts throughout all levels of the organization.

PRIMARY DUTIES:

  •  Prepare and format reports and correspondence in Word
  •  Create and maintain spreadsheets Excel
  •  Prepare and edit presentations in PowerPoint
  •  Attend meetings, prepare and distribute meeting minutes
  •  Copying, filing, faxing and collating of materials as necessary
  •  Sort and distribute incoming mail
  •  Prepare outgoing mail/shipments, coordinate pick up and delivery of express mail services
  •  Coordinate meetings, luncheons, events, etc. for office
  •  Maintain schedules for department head and/or General Manager/Executives as necessary
  •  Answer phones and provide coverage for Reception Desk
  •  Additional administrative duties as assigned
  •  Coordinate with Marketing Department regarding bid packages

KNOWLEDGE, SKILLS AND ABILITIES:

  •  Excellent oral and written communication skills
  •  Proficient in Microsoft Outlook, Word, Excel, PowerPoint
  •  Graphic knowledge a plus
  •  Ability to multitask and strong organizational skills necessary to prioritize and organize multiple projects

EDUCATION/EXPERIENCE: 

  •  High School Diploma or equivalent
  •  1+ years experience in a similar role
  •  Preferred experience with an architectural/engineering firm


CERTIFICATIONS/LICENSES REQUIRED: N/A


PHYSICAL DEMANDS AND WORKING ENVIRONMENT: 

This job operates in a professional office environment. This role requires frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee occasionally works in the field and may be exposed to outside weather conditions. This position may include occasional lifting up to 25 pounds.

 

WORK SCHEDULE:

The regular workweek consists of 40 hours within a seven (7) day period, Saturday through Friday. This is normally divided into five (5) working days, eight (8) hours per day, with two (2) days off per week. This position may be required to work additional hours and to work non-standard hours or days.

 

ENVIRONMENTAL HAZARDS:

This position may risk exposure to bright/dim light, noise, fumes, odors, and traffic.

While this job description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary.

This company is an Equal Opportunity Employer. We invite resumes from all qualified, interested parties, regardless of race, gender, gender identity, national origin, religion, sexual orientation, disability, age, or any other protected classification under national or local law.

 

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