Responsibilities The Project Assistant is primarily responsible for providing administrative support to the project team(s).
Essential Duties include the following (other duties may be assigned) : Full administrative support to executives and office leaders Create, along with office leadership’s input, event calendar for the year including but not limited to all office meetings, teambuilding outings, planning meetings, corporate wellness clinics, fundraising events, etc.
Full coordination and handling of all details for events / meetings Maintain calendar of conference room appointments and training (room) events Review and code overhead invoices and charges Track charitable spending and functions and submit and track charitable check requests Track monthly rent / CAM and submit EFT to accounting monthly Day to day administrative support for project management team(s) in the office which may include sorting mail / directing invoices, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.
Concur Travel and Expense support including handling expense reports and travel arrangements for executives and office leaders Enter and approve employee time in E1 monthly Prepare and finalize AIA documents Act as main liaison and provide support to other corporate departments as needed Act as primary contact for all office vendors Building management Access control Security Coffee / beverage maintenance Appliance maintenance Cleaning Carpet cleaning / maintenance Onboarding for new employees Assist in the ordering, receiving, stocking, and distribution of office supplies Update and distribute various directories and lists for the office Serve as back up for receptionist / front desk when main receptionist is out of office Education - Skills - Knowledge - Qualifications & Experience Bachelor’s degree strongly preferred Minimum of five years of executive support / office management experience Proficient working knowledge of Microsoft Office applications (Word, Excel, Outlook, etc.
Must be customer service driven, self-motivated, organized, ethical, competitive, detail-oriented, and a team player Strong work ethic with a willingness to do what it takes to get the job done Detail oriented with the ability to recognize discrepancies Ability to work effectively in a team environment as well as independently Must thrive in a fast-paced work environment Demonstrated, excellent written and oral communication skills, including excellent phone etiquette Ability to maintain strict confidentiality at all times Ability to work and collaborate with a diverse group of people
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