Corporate Administrative Assistant

POSITION SUMMARY The Corporate Administrative Assistant position is responsible for performing a variety of administrative tasks within an office setting to support daily operations. Duties will include answering and directing phone calls, assisting vendors, clients and employees, sorting and distributing mail, and greeting visitors and guests. This position will also provide administrative support to the President with calendar management, email management, and travel arrangements. ESSENTIAL DUTIES AND RESPONSIBILITIES Responsible to welcome/greet visitors and guests, determine the nature of their business and direct to appropriate personnel or department. Required to answer Company phones, determine purpose of calls/callers’ needs and forward calls to appropriate personnel or department in a timely manner. Responds to queries and other requests via e-mail and telephone in a timely manner. Must assist all clients, vendors, employees and others with exceptional customer service. Ensures office procedures are followed and maintained. Ipad/Cell Phone maintenance and replacement or employees. Fleet/DOT administration and permits Manages the President's calendar, including scheduling meetings, appointments, and travel arrangements. Required to manage the President’s calendar scheduling and organizing meetings, appointments and events, as required. Handles all travel arrangements for the President including booking flights, hotels, and transportation, preparing full travel itineraries and all correspondence related to arrangements. Handles confidential correspondence, emails, and phone calls on behalf of the President. Handling sensitive and confidential information with discretion. Responsible for the management of the President’s email, sorting, filtering, and responding to emails as well as flagging important messages that require the executive’s attention. Must daily receive, sort, and distribute company mail. Assist with outgoing company mail as necessary. Assists employees with overnight shipping vendors and supplies. Responsible for office supplies by maintaining inventory, placing and receiving orders. Performs other clerical and administrative duties as needed. Build and develop trusting relationships with current customers and seek to identify opportunities to grow our customer base and build positive relationships. Other job-related tasks as assigned. EDUCATION, QUALIFICAITONS, AND EXPERIENCE At least three to five years’ experience as an Administrative Assistant with front desk and management level support experience, preferably in the Construction industry. Bachelor’s degree in business administration or related field a plus. Excellent written and oral communication skills Excellent interpersonal and organizational skills Strong organizational and multitasking abilities, with a keen attention to detail. Outstanding time management skills and proven ability to prioritize a must Excellent phone etiquette skills Ability to work independently. Ability to present a professional appearance Must have proven ability to be punctual and dependable Advanced in Microsoft Office Suite Knowledge of other construction software preferred. Bilingual (English/Basic Spanish) a plus