Position Value Proposition: The Administrative Assistant provides administrative support to various leaders, ensuring efficient operation of the office as well as office visitors, while performing a wide range of administrative tasks to support back office management. With excellent customer service skills, the Administrative Assistant performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing, booking travel and conference rooms, as well as answering the phones and greeting visitors. They keep our office operations running smoothly and are the support hub, to ensure smooth day to day operations. Bilingual a plus Core Responsibilities Building/Back Office Operations Point person for office operations: Manage phone calls and guests, office mailings, shipping, meeting coordination, supplies, equipment, and provide support to visitors. Maintain functionality of the office by serving as liaison to property management for office maintenance/cleaning/parking, lease challenges/opportunities. Address/troubleshoot issues that arise in the building, if unable to resolve, submit maintenance requests to project manager. Monitor and address any issues that may arise with cleaning crew, contracted through the property manager. Keep our office areas safe, clean, orderly, and monitor and restock breakroom supplies. Ensure conference rooms are ready for use, prior to large meetings. Take ownership of general office organization, including monitoring, ordering and stocking office supplies. Address and trouble shoot any issues that may arise for all on-site copy machines, if unable to resolve, coordinate maintenance with Cannon Services. Administrative Serve as the back-up to the CEO and COO’s Executive Assistant. Assist in the creation and formatting of documents in a variety of programs such as, but not limited to MS Word, MS Excel, and MS PowerPoint. Provide high-level administrative support by conducting research, preparing reports, handling information requests, internal communication activities, assist with coding of invoices, receiving visitors, scheduling and coordinating conference calls. Opens, sorts, distributes, scans, organizes and prioritizes mail, on a daily basis. Receives and refers visitors and telephone callers, ensuring these individuals are directed to the proper parties. Prepare and submit expense reports for office leaders and others, as needed. Involved in all aspects of creating & maintaining the DBMG SharePoint site. Performs other duties as assigned. ADDITIONAL DUTIES & RESPONSIBILITIES: (The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties and indeed additional responsibilities may be assigned, as required by management) Required qualifications (Knowledge, Skills, and Abilities) to perform essential functions of this position: Core Competencies: Action Oriented - Enjoys working hard; is action oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others. Composure - Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn't show frustration when resisted or blocked; is a settling influence in a crisis. Conflict Management - Steps up to conflicts, seeing them as opportunities; reads situations quickly; good at focused listening; can hammer out tough agreements and settle disputes equitably; can find common ground and get cooperation with minimum noise. Functional/Technical Skills - Has the functional and technical knowledge and skills to do the job at a high level of accomplishment. Informing - Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individuals information so that they can make accurate decisions; is timely with information. Integrity and Trust - Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain. Interpersonal Savvy - Relates well to all kinds of people—up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can defuse even high-tension situations comfortably. Organizing - Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner. Priority Setting - Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus. Education/Training The candidate should possess a minimum of a high school diploma, and a minimum of three to five years of administration support experience. Work Experience 3+ years related experience supporting leaders. Specialized Knowledge As outlined in the Core Competencies, an individual must have thorough knowledge and an advanced understanding of each competency outlined above in order to carry out the essential functions of this position. Specialized Knowledge is also required in the following areas: Be well organized, but flexible to handle unexpected interruptions and challenges with a calm demeanor in a fast paced environment. Demonstrated ability to handle multiple tasks in a fast-paced environment under minimal supervision with a high attention to detail. Strong analytical, oral/written communication, problem solving, basic research, telephone, and time management skills Problem solving and initiative to seek improvements to processes Software & Technology Personal Computer; phone; Computer Software includes: MS Windows 7, Concur, MS Office Word, Excel, and Outlook. Work Environment Position requires as many hours needed to fulfill the daily and weekly obligations required to carry out the functions. Working long days including evenings and weekends can be required for this position. This position is indoors and may sit for long periods of eight (8) hours or more per day. Position may require road travel at times for general errands including pickup/delivery of items. Position requires ability to lift and carry shop drawings on occasion. Reasonable accommodations will be made upon request for those who have disabilities that qualify under the American with Disabilities Act. While performing the duties of this job, the employee is occasionally required to stand. The employee must occasionally lift and/or move up to 40 lbs. Reasonable accommodations will be made upon request for those who have disabilities that qualify under the American with Disabilities Act. DBM is an Equal Opportunity Employer with and Affirmative Action Plan.
Salary: $38.9K - $49.2K a year
Employment Type: Full-time
Qualifications
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