Administrative Assistant

ROLE SUMMARY

The Administrative Assistant will provide administrative support to managers or functions. This position will be responsible for preparing routine, advanced and technical correspondence, and collecting information for routine and non-routine inquires or reports. All activities will be performed in support of the strategy, purpose, vision, and values of Zuri 3 Construction.

KEY ROLE RESPONSIBILITIES:

• This position requires attendance in the office.
• Provides routine administrative support managers or functions; includes activities such as +-managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, filing, etc.
• Provides administrative support such as maintaining records and filling systems.
• Processes and distributes incoming communications (e.g., email, phone, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Provides additional administrative support to other functions to help meet business and staffing needs.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Shares subject matter expertise in order to support teamwork and deliver results.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
• Exercises discretion and integrity with highly confidential and sensitive information. All of Zuri 3’s internal information is confidential unless specifically labeled otherwise.
• Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats.
• Collects information from a variety of contacts, paper and electronic sources in order to create routine and custom reports and documents for both internal and external distribution.
• Prepares presentations with the assistance of management.
• Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.
• Uses a variety of systems (such as Microsoft Office, QuickBooks, Autodesk Proforma, etc.) to obtain necessary information and to support efficiency and productivity in the role.
• Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non-routine and/or complex tasks.
• Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes.
• Manages difficult or emotional customer situations promptly and efficiently.
• Meets client commitments, recognizes, and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.
• Assist in coordinating Zuri 3 Constructions Social Media platforms including website.
• Main source of contact for ordering supplies, materials, equipment, etc. for various team locations.
• Provides meeting minutes for all invited meetings and coordinates with manager for action items and distribution to all stakeholders.
• Reports to the Company Executive Assistant.

KNOWLEDGE, SKILLS & ABILITIES

• Ability to perform work accurately and completely, and in a timely manner.
• Communication skills, verbal and written.
• Ability to prepare effective presentations with the assistance of manager.
• Organizational skills.
• Ability to deliver quality through attention to detail.
• Proficiency in MS Office (Including Word, Excel, PowerPoint, Outlook, Teams, etc.)
• Ability to learn and use a variety of software, tools, and systems necessary to meet business needs.
• Thorough knowledge of organizational structure and available resources.
• Ability to solve complex problems quickly and effectively.
• Thorough knowledge of administrative, office and general accounting procedures and standards.
• Ability to build relationships and collaborate within a team, internally and externally.

EDUCATION

• High School Diploma or GED (Required)
• Associate’s degree in office administration or related field (Preferred)
• In lieu of the above requirements, equivalent relevant experience will be considered.

EXPERIENCE

• 3+ years administrative support experience (Recommended)

WORKING ENVIRONMENT

• Must be able to lift up to 10 pounds.
• May require occasional travel.
• Must be willing to work non-traditional hours to meet project needs.
• Self-motivated.
• Frequent activity: Sitting, Viewing Computer Screen
• Occasional activity: standing, walking, bending, climbing, reaching above shoulder, pushing, pulling

Pay: $20.00 - $25.00 per hour

Expected hours: 30.0 per week

Benefits:

• Paid time off

Work Location: In person