Office Administrative Assistant

Best People + Right Culture. These are the driving forces behind JE Dunn’s success.

By hiring inspired people, giving them interesting and challenging work, enabling them with innovative tools, and letting them share in the company’s rewards, we’ve found a sustainable way to grow in our industry for the last 100+ years.

Our diverse teams around the country strive to enrich lives through inspired people and places everyday, and we need inspired people like you to join us in our pursuit of building perfection.

Role Summary

The Office Administrative Assistant will provide administrative support to our Blue Hat division office located in Kansas City, KS.  This position will be responsible for routine administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, filing, etc. All activities will be performed in support of the strategy, vision and values of JE Dunn.    

• Autonomy & Decision-Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.
• Career Path: Senior Administrative Assistant

Key Role Responsibilities - Core

ADMINISTRATIVE FAMILY – CORE

• Provides administrative support such as processing maintaining records and filing systems.
• Oversees calendars and assists in the scheduling of appointments and meeting logistics, including making travel arrangements, preparing expense reports.
• Facilitates the arrangement and coordination of lunches and catering for meetings and events, ensuring appropriate selection, timely delivery, and adherence to dietary preferences and budgetary constraints. 
• Organizes and execute events and meetings, including safety trainings, team meetings, appreciation gatherings, etc. ensuring seamless coordination and execution. 
• 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.
• Processes and distributes incoming communications (e.g., mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Oversees the procurement and organization of office supplies, ensuring adequate stock levels. 
• 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.

Key Role Responsibilities - Additional Core

ADMINISTRATIVE ASSISTANT

In addition, this person will be responsible for the following:

• 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. 
• Uses a variety of systems 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.

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Ability to conduct effective presentations
• Organizational skills – Intermediate
• Ability to deliver quality through attention to detail – Intermediate
• Proficiency in MS Office – Intermediate
• Ability to learn and use a