Administrative Assistant

Administrative Assistant 2

Duration: 6+ months (Possible Extension/Conversion)

Location:

Atlanta, GA 30308

Work Schedule:

4 days in-office, 8am-5pm

This position offers administrative support to middle and upper-level managers and their teams in the Project Shared Services (PSS) organization. PSS provides standardized, scalable frameworks for project controls, construction services, and project management, enabling consistent and successful delivery of capital projects. Responsibilities include developing, providing proactive administration, coordination, and communication support. This role contributes to effective onboarding, employee engagement, meeting support, and day-to-day operations while maintaining a high level of professionalism, discretion, and accuracy.

This position involves regular use of technical and business vocabulary, as well as a working knowledge of organizational operations, procedures, and personnel.

• Proactively manage access to Directors and General Managers (calendar, cell phone, etc.)
• Coordinate travel and meeting arrangements including schedules, facilities, and catering as requested, for management within PSS
• Perform or support timekeeping activities for PSS teams
• Be proficient in Oracle financials and HR application to effectively process invoices, expenses, time keep, etc.
• Periodically review department charges to ensure fair and appropriate pricing (telecom, supplies, coffee, etc.)
• Organize and maintain administrative records, efficiently utilizing filing space and observing appropriate retention requirements
• Administer document storage and retention of records
• Procure and organize office and printer supplies
• Maintain office equipment inventory and coordinate maintenance needs with building services
• Assist as requested in developing documents, presentations, and other work products
• Provide support as requested to aid in meeting planning and activities (copy, distribute, file, transmit, etc.)
• Serve as the primary contact for I-9 verification within the department(s)
• Assist in coordinating interview packets, interviews, and job announcements etc.
• Assist in producing training materials and coordinating training classes as needed
• Ensure timely and accurate messages to department personnel
• Arrange for offices, equipment, access, etc. to help new employees onboard
• Coordinate/assist with recurring meetings and employee recognitions (birthdays, anniversaries, Lunch n Learn, etc.); assist with creating presentations as needed
• Support PSS Employee Engagement and the Engagement and Support team as needed
• Assist other admin assistants as needed

Qualifications:

• 3-5 Years Administrative Assistant will perform administrative and office support activities for multiple professionals, including managers, managing directors, and partners.
• The role will also include fielding telephone calls, receiving and directing visitors, filing, scanning, copying, and placing meal orders.
• Strong calendar management, making travel arrangements, using various software, including word processing spreadsheets, databases, and presentation software, reading, analyzing, and proofing documents, emails, presentations, etc.
• The ability to learn tasks quickly, pay attention to detail, and keep up with a fast-paced working environment.
• Ability to organize a daily workload by priorities must be able to meet deadlines in a fast-paced, rapidly changing environment.
• A proactive problem-solving approach is required, as well as strong decision-making abilities and professional level verbal and written communication skills.

Behavioral Attributes

• Exercises independent judgment, confidentiality, and discretion and can work with minimal direction
• Effectively communicate with the leadership team on status of projects and hurdles
• Adapts quickly to changing conditions and effectively manages multiple priorities
• Delivers assignments with a high degree of accuracy and timeliness without follow-up
• Anticipates group needs and proactively seeks solutions
• Builds rapport with other administrative assistants in operations and other stakeholder organizations
• Exhibits Client’s “our values”
• Safety first - we actively care about the safety and well-being of our…