Administrative Assistant

Under general supervision, performs a variety of specialized and custom tasks to provide administrative support for a regional project management office team. Interact with PMO management in addition to other groups both internal and external to the company. Anticipate needs and take appropriate action to effectively manage daily responsibilities independently.

Essential Job Duties:

• Monthly data collection and reporting of Safe Workforce Hours.
• Schedule and organize meetings, conference calls and appointments. Prepare items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on event.
• Maintain calendar of appointments for assigned staff or department.
• Facilitate team and other meetings, including agenda and content development.
• Coordinate complex on/offsite meetings and conferences as well as travel arrangements.
• Coordinate onboarding and offboarding for employees.
• Process badge and site access requests.
• Perform administrative functions and prepare communication as required.
• Prepare expense reports as required.
• Purchase office equipment and supplies as required.
• May perform other duties as assigned.

Skills, Education and Experience:

• High School diploma or General Education Degree (GED) required, & 3 years work related experience.  Associate’s degree or Bachelor’s degree in Business Administration is preferred.
• Minimum 3 years related work experience to include Project Construction or Maintenance related fields is a plus
• Advanced Microsoft Office Suite, PowerPoint, Excel and Internet research skills
• Demonstrates administrative support skills including appointment scheduling, and ability to compose/proof and edit correspondence and reports
• Organizational, communication (written, oral, telephone), customer service and strong attention to detail are essential in this position
• Problem solving, decision-making, and analytical skills required
• Ability to prioritize, and manage multiple tasks, and meet stringent deadlines
• Ability to build strong relationships and communicate effectively across a broad spectrum of diverse work and support groups
• Must be an organized self-starter exhibiting good judgment and the flexibility to adapt to priority changes and demands
• Must keep sensitive information confidential

 

Working Conditions: Normal working conditions with the absence of disagreeable elements

 Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

 Newmark is an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law