Administrative Assistant
Job Description
Job Title: Administrative Assistant
Reports to: VP of Operations
FLSA Status: Exempt --- Non-Exempt --'
JOB SUMMARY:
The Administrative Assistant for Ryan Hughes Design (RHD) is responsible for the successful and timely execution of assigned tasks associated with business operation. Duties of the Administrative Assistant include providing support to the Vice President of Operations, assisting in daily office needs, and managing our company's general administrative activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you also have previous experience as Executive Administrative Assistant and familiarity within our industry, we'd like to meet you.
• Answer and direct phone calls
• Great clients and provide general support to visitors
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and inquiries from senior managers
• Proven experience as an Administrative Assistant, or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS 365 Office (MS Excel and MS PowerPoint, Adobe InDesign presentation material)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Associate degree additional qualification as an administrative assistant will be a plus
Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
COMPETENCIES:
• A strong sense of urgency and initiative
• Able to complete tasks with minimal direction
• Professional and competent communication skills
• Detail-oriented and thorough
• Organized
QUALIFICATIONS:
A) Language/Communication Skills
--- Must possess excellent communication skills including oral, written, and listening. These skills may be used when communicating with clients, coordinating projects, resolving conflict, attending meetings, training, developing relationships with vendors and subcontractors, or presenting the information.
B) Knowledge and skills required
• Able to multi-task and handle competing priorities between RHD's business needs and organizational issues while maintaining excellent customer relations
• Excellent organizational skills to manage the many details necessary for successful construction.
• Demonstrate continuous performance improvement in targeted areas of responsibility in alignment with the overall company strategy
C) Education Required:
--- Bachelor or Associate degree preferred
D) Experience Required:
--- At least one to three years of administrative and/or operational experience, preferably in the design or construction industry
E) Working Environment:
• Ability to handle multiple tasks simultaneously and prioritize numerous tasks
• Daily computer usage is required for this position
PHYSICAL REQUIREMENTS:
--- Position requires routing lifting, bending, pushing, pulling while handling basic office supplies and material deliveries up to 25 lbs. The employee is required to reach with hand and arms and may sit for long periods of time. Tolerance to prolonged exposure to a computer monitor and keyboard utilization is required. May require use of own vehicle to attend off-site meetings and trainings or events.
PROBLEM-SOLVING:
• Anticipates problems in any areas or responsibility and presents solutions
• Demonstrates emotional intelligence and interpersonal skills, initiative, self-motivation, practical learning skills, enthusiasm, and an ability to complete multiple tasks in a timely and accurate manner
DECISION-MAKING:
• Demonstrates reliable decision-making and understands the consequences of actions
• Decision making which is consistent with pre-established procedures and direction provided by the Vice President of the operations
CONSEQUENCE OF ERRORS:
• Providing inappropriate or misinformation may result in breaking confidentiality and/or could result in a financial loss to the company
• Consequences could also include loss of clients which would be costly to the organization
COMMUNICATION TO OTHERS:
• Frequent contact with clients, contractors, vendors, inspectors, internal employees at all levels, etc.
• Works to make sure all parties are working together in the most efficient way possible
• Includes providing guidance and direction to other employees, training new employees and/or answering questions concerning work.
Employment Type: OTHER