Administrative Assistant I

This job description is a general description of the essential job functions and is not intended to be an employment contract. Eastern Shipbuilding Group, Inc. maintains its status as an at-will employer. Position requirements, skills, and abilities included in this job description have been determined to be the minimal standards required to successfully perform the position. Eastern Shipbuilding Group Inc. reserves the right to increase, waive or reduce these minimal standards. In no instance, however, should the duties, responsibilities, and requirements described be interpreted as all-inclusive. All employees of Eastern Shipbuilding Group, Inc. are expected to perform the duties as assigned by Eastern Shipbuilding Group, Inc., supervisory/management personnel, regardless of job title or routine job duties. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

To perform this job successfully, an individual is expected to be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability expected. In accordance with the Americans with Disabilities Act, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which imposes undue hardship on Eastern Shipbuilding.

Functions

Provides administrative and clerical support to the Department Managers and staff to ensure the efficient operation of the office.  They assist in daily office needs and manage the departments and company’s general administrative activities through a variety of concepts, practices, and procedures.

Essential Duties and Responsibilities: Because Eastern Shipbuilding is continually growing to meet the needs of our customers, the essential duties and responsibilities may expand to include more than described.  

• Regular attendance at work and the ability to work flexible hours, including overtime, weekends, and holidays.
• Work independently and within a team on special non-recurring and ongoing projects exercising diplomacy and tact.
• Perform clerical work including scheduling appointments, tracking assignment statuses, and typing routine correspondence.
• Answer the telephone and give information to callers, send messages, or transfer calls to appropriate individuals.
• Make copies of correspondence and other printed material.
• Use standard office equipment such as computers, phones, photocopiers, fax machines, and filing cabinets.
• Maintain appropriate levels and monitor office supplies, equipment, and other materials.
• Conduct research and collect distribution information/documents.
• Organize and schedule appointments.
• Plan meetings, take detailed minutes, and distribute them appropriately to attendees.
• Manage multiple calendars.
• Maintain contact lists.
• May handle confidential and time-sensitive data.
• Order office supplies and research new deals and suppliers
• Provide general support for visitors.
• Act as the point of contact for internal and external clients
• Perform other duties as instructed.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Reporting Relationship

This position will be reported to the Department Manager.

Qualifications

Education/Experience: High school diploma or GED equivalent.  Working knowledge of standard office administrative practices and procedures desired.

Skills: Intermediate-level Microsoft Windows, Word, Excel, PowerPoint, and Outlook strongly preferred. The ability to read and interpret documents such as safety rules, Company policies/procedures, and governmental regulations is also
a plus. Effective written and verbal communication skills are required. Ability to apply common sense understanding to carry out written and verbal instructions required. Ability to multi-task and work in a fast-paced environment and have attention to detail required.

Behavioral Attributes: Integrity, flexibility/adaptability, initiative, interpersonal skills, attention to detail, and multi-tasking. Maintain the confidential integrity of details pertaining to Eastern Shipbuilding Group.

Working Conditions

The work environment characteristics described here are representative of those an employee encounter