Job Description

Responsible for providing direction and communication to large organizational groups and performing a variety of administrative, technical and office management assistance and support activities, in alignment with all Company policies, procedures, key objectives and regulations. This position is expected to consistently demonstrate initiative, flexibility, resourcefulness, good independent judgment and problem-solving in handling a wide array of important administrative functions, and requires an approach which is confident, welcoming, professional, organized, dependable, self-motivated, and thorough.

Our Ideal Candidate

• Demonstrate strong Administrative Skills
• Promotes the Company Mission, Vision and Values
• Exercise Ethical Business Practice

Day in the Life

• Manages and oversees deadlines related to ongoing projects and open matters with the executive contracting team to keep the team organized, informed of work plans, and progressing toward goals. Assists the executive contracting team with development of annual business plans and budgets. Provides problem-solving assistance as needed.
• Supports managers in assigned project-based work by assisting in the development and documentation of RFIs, RFQs, RFPs, presentations, project equity programs, interview preparation and other key support initiatives.
• Conducts research, compiles data, and prepares accurate and timely correspondence, documents and reports for consideration and presentation by the executive contracting team. Assists the team with various projects.
• Enters, logs, files, organizes, and retrieves data as needed for various initiatives – both manually and electronically. Maintains the project tracking database. Accurately and confidentially maintains system records and other sensitive employee and client data.
• Plans, coordinates and schedules meetings, conference calls and appointments. Maintains accurate and timely records of attendance and meeting details. Creates and maintains follow up metrics and correspondence. Assists in event planning with senior leadership and their teams. Prepares and maintains calendars as needed.
• Involvement in all National JV board meetings and Exec. Reviews to help facilitate accurate documentation and accountability for action items
• Coordinates travel arrangements outside the scope of the Company’s travel agency and works closely with the travel agency on executive travel plans.
• Develop effective work tools and processes to ensure immediate work area and other administrative functional areas are welcoming, professional, organized, thorough, accurate and serve the business and its customers, vendors, and visitors with high quality services.
• Builds effective relationships with senior leadership, key business stakeholders and client/community leaders that reflect and support the Company’s core values. Coaches, trains and mentor’s co-workers and other employees as needed.
• Participates in appropriate trade and/or industry organizations to network with potential clients and gain knowledge of business development opportunities. Attends trade shows and other customer-related events as needed.
• Consistently make decisions in an attentive and safe manner to ensure the safety and health of self and others.
• Utilizes LEAN concepts or other continuous improvement methodologies to ensure the most efficient operations, processes, and activities.
• Promotes and models the Company mission, vision and values through exercising sound and ethical business practices, championing all elements of diversity, equity, and inclusion (DEI) and providing high quality services and programs as they relate to clients, subcontractors, co-workers, suppliers, and the public.

Minimum Qualifications

• Associate degree or equivalent work experience in business administration or a related field.
• Minimum 4-6 years of high-level administrative support experience.
• Expertise in Microsoft Office software applications. Experience and training in directly managing people is preferred.
• Extensive experience with a variety of technical tools and project management systems software. Excellent organizational skills.
• Project management experience and skills.
• Strong process orientation.
• Strong business acumen and experience collaborating with senior leaders in a high growth, process-oriented business setting. Excellent financial, analytical, and mathematical skills. Skills to read and interpret financial documents.
• Excellent listening, interpersonal, and verbal communication skills. Strong telephone communication skills. Superior written communication skills, including high quality documentation and report preparation. Strong relationship-building skills.
• Exceptional customer service, facilitation and conflict management skills.
• Demonstrated elevated level of professionalism, integrity, and dependability. Ability to positively work with, facilitate and influence senior-level management and diverse work teams.
• Strong professional team player, with excellent collaboration, independent problem-solving and time management skills and superior detail orientation.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We are an Affirmative Action, Equal Opportunity Employer. #MO1-10

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