Administrative Assistant

Administrative Assistant

The Administrative Assistant provides comprehensive administrative and office support to executives and project teams working on complex construction and infrastructure projects. This role manages calendars, coordinates meetings and travel, prepares and maintains documentation, and ensures efficient communication and organization across multiple stakeholders in a fast-paced, professional environment.

Responsibilities

• Answer and direct incoming phone calls in a professional and courteous manner.
• Retrieve, sort, and distribute mail from the Washington, DC office, including regular mail pickup at the DC location.
• Prepare, edit, and type correspondence, reports, meeting notes, and memos with a high level of accuracy and attention to detail.
• Manage calendars for executives and project team members, including scheduling and updating appointments and events.
• Coordinate and schedule meetings, conference calls, and project-related events for internal teams and external stakeholders.
• Assist with travel arrangements, including logistics for meetings, conferences, and project-related site visits.
• Support contract administration by organizing and maintaining project documentation, submittals, and contract records.
• Create, update, and maintain spreadsheets, reports, and databases using Microsoft Excel.
• Manage communications through Microsoft Outlook, Microsoft Teams, Zoom, Google Meet, and other collaboration platforms.
• Maintain organized electronic and physical filing systems, ensuring documents are properly stored and easily accessible.
• Assist with document preparation, tracking deadlines, and providing administrative support across multiple concurrent projects.
• Coordinate internal and external meetings with clients, vendors, and project stakeholders, including meeting logistics and materials.
• Provide general office support, including clerical tasks such as filing, scanning, data entry, and front desk support as needed.
• Deliver high-quality customer service to internal team members and external partners.
• Perform other administrative duties as assigned to support project and office operations.

Essential Skills

• At least 5+ years of experience as an Administrative Assistant or Executive Assistant, preferably supporting federal government environments.
• Experience supporting teams within the federal government, government contracting, construction, engineering, architecture, or project management industries.
• Strong proficiency with Microsoft Excel, Microsoft Outlook, Microsoft Teams, and Microsoft Word.
• Hands-on experience with calendar management and scheduling for multiple stakeholders.
• Experience working with contracts, contract documentation, submittals, or project records.
• Proficient in general administrative support, including data entry, clerical work, filing, scanning, and office support tasks.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• High attention to detail and the ability to maintain confidentiality with sensitive information.
• Ability to work independently with minimal supervision and collaboratively within a team environment.
• Reliable access to a car for commuting and mail pickup responsibilities.
• Demonstrated customer service skills and front desk or reception experience.

Additional Skills & Qualifications

• Background supporting project teams in construction management, design management, facilities management, or logistics integration services.
• Familiarity with project management environments and complex infrastructure or built environment projects.
• Comfort working with multiple communication and collaboration platforms such as Zoom and Google Meet.
• Ability to adapt to changing priorities and support multiple projects simultaneously.
• Strong interpersonal skills to build effective working relationships with clients, vendors, and project stakeholders.

Work Environment

The standard schedule is Monday through Friday, approximately 8:00 AM to 5:30 PM, in a professional office setting supporting complex construction and infrastructure projects. The environment is fast-paced and collaborative, with frequent interaction among executives, project managers, clients, vendors, and other stakeholders. Work involves extensive use of Microsoft Office applications (Excel, Outlook, Teams, Word) and collaboration tools such as Zoom and Google Meet, as well as both electronic and physical filing systems.

The role requires reliable transportation to travel between office locations and perform mail-related duties. The organization emphasizes professionalism, teamwork, and high-quality client service within a structured yet dynamic project and program management culture.

Job Type & Location

This is a Contract to Hire position based out of Lanham, MD.

Pay and Benefits

The pay range for this position is $28.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits…