Administrative Assistant

The company provides expertise in a variety of related services combined with a personal, streamlined level of communication. These services include but are not limited to real estate, project and construction management, facility management, mission critical services and operations, and general contracting.

The headquarters are located within the Mid-Atlantic Region with offices in Northern Virginia and Richmond. We have overseen more than 100 million square feet of new construction and renovation projects for commercial offices, established institutions, and mission critical facilities.

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to join their team and provide essential administrative support to the Executive team. The successful candidate will play a critical role in helping to streamline operations, manage communication, and ensure the efficient functioning of their construction and maintenance projects.

If you are passionate about ensuring a safe and well-maintained environment for students, faculty, and staff and possess the qualifications and skills outlined below, we invite you to apply for the Administrative Assistant position. Join us in making a positive impact on the university community and the future of education.

Essential Duties and Responsibilities

• Executive Support: Provide comprehensive administrative support to the Executive team, including calendar management, email correspondence, and meeting scheduling.

• Document Management: Maintain and organize electronic and physical documents, ensuring easy retrieval and confidentiality.

• Communication: Serve as a point of contact between the Executive team and internal/external stakeholders, handling inquiries and relaying information as needed.

• Data Entry and Reporting: Assist in data entry tasks and generate reports using MS Suite programs, ensuring accuracy and timely delivery.

• Travel Coordination: Make travel arrangements, including booking flights, accommodations, and itineraries for the Executive team.

• Expense Management: Track and reconcile expenses, prepare expense reports, and ensure compliance with company policies.

• Meeting Support: Prepare meeting agendas, take meeting minutes, and follow up on action items as necessary.

• Office Management: Assist in maintaining office supplies, equipment, and ensuring a clean and organized workspace.

• Project Assistance: Support ongoing construction and maintenance projects by assisting with administrative tasks such as document control and project tracking.Special Projects: Assist with ad-hoc projects and assignments as requested by the executive team, contributing to the overall success of the company.

Company Core Values, Knowledge, Skills, and Abilities

• Previous experience as an Administrative Assistant or similar role.

• Strong organizational and time-management skills.

• Proficiency in MS Suite programs (Word, Excel, PowerPoint, Outlook).

• Excellent communication and interpersonal skills.

• Attention to detail and accuracy in work.

• Ability to handle sensitive and confidential information.

• Proactive problem-solving skills.

• Flexibility and adaptability in a fast-paced environment.

• Knowledge of the construction or maintenance industry is a plus but not required.