Regional Office Global Practice Administrative Assistant

Burns & Mcdonnell Brea , CA 92821

Posted 6 months ago

Supports executives and upper management in the regional global practice with the following duties:

  • Manage outlook calendar, meetings and invites;

  • Set up internal or external meetings/lunch's/dinner's with clients, vendors, and employees;

  • Development and organization of Regional Office Global Practice-wide meetings;

  • Create and manage organizational charts;

  • Organize strategic meetings and prepare the agenda;

  • Manage strategic action Item list and follow up with pending items;

  • Organize and prepare materials (presentations) meetings; This includes: Reserving conference rooms and sending invitations

Creating and setting up the presentation

Ordering refreshments (if applicable)

Taking meeting minutes as requested

  • Organize and prepare monthly and quarterly reports, presentations, and compile information as support to management meetings;

  • Manage sales data information and compile it into an Excel file bi-annually;

  • Compile financial reporting data and information for the global practice

  • Prepare communications to employees;

  • Interface with employees/clients on behalf of the management team;

  • Prepare and arrange holiday gift arrangements:

Ordering gifts (calendars, shirts, etc.);

Shipping the gifts

Managing the effort via a spreadsheet

  • Manage holiday card signatures and routing; Act as main point of contact (screen and correctly route all incoming calls) for management team;

  • Edit outgoing communications;

  • Manage expense reports for Principal's and Executives;

  • Assist with travel arrangements for Principal's and Executives;

  • Maintain and update contacts in Outlook and CRM;

  • Assisting with general administrative duties as needed and all other duties as assigned.

Operational duties, including but not limited to:

  • Working with managers to determine seating for employees

  • Communicating seating information to the local office administration team

  • Working with managers for group moves

  • Routing documents for signature approvals

  • Regional Global Practice administrative point of contact for Office Administrator

  • High School Diploma or equivalent.

  • Minimum five years office/clerical experience.

  • Construction background preferred

  • Must be proficient in Microsoft Word, PowerPoint, and Excel, familiarity with other Microsoft office applications is desirable.

  • Knowledge of SharePoint and CRM (or an interfacing Contact Project) is a plus.

  • Excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks.

  • Some college coursework preferred.

EEO/Minorities/Females/Disabled/Veterans


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Regional Office Global Practice Administrative Assistant

Burns & Mcdonnell