Administrative Assistant

Job Title:
Administrative Assistant

Duration: 5 months + (Possible extension)

Req

Location:
North Minneapolis Minnesota 55430

This position is responsible for providing administrative support the EHS team in the Minneapolis Asphalt and Roofing site.

• Sort, scan, and file historical safety documents in both physical and digital formats.
• Maintain organized and accessible filing systems for safety records.
• Ensure proper labeling and archiving of documents according to department standards.

• Accurately enter safety-related data into internal databases and tracking systems.
• Maintain up-to-date logs of safety incidents, training records, and compliance documentation.
• Perform routine audits of data for accuracy and completeness.

• Create and format documents using provided templates (e.g., reports, checklists, training materials).
• Ensure consistency and professionalism in all safety documentation.

• Prioritize daily tasks and manage time effectively to meet deadlines.
• Maintain a clean and organized workspace and digital environment.

• Work closely with the Safety Coordinator and Safety Specialist to support departmental goals.
• Communicate effectively with team members and other departments as needed.
• Participate in safety meetings and contribute to team discussions.

• Take initiative to complete tasks independently when appropriate.
• Identify opportunities for process improvements and bring them to the attention of the team.

• Answer phones, respond to emails, and handle routine correspondence.
• Schedule meetings, prepare agendas, and take meeting minutes when required.
• Order office supplies and maintain inventory for safety-related materials.

• Handle sensitive safety information with discretion and in compliance with company policies.
• Support the department in maintaining compliance with OSHA and other regulatory requirements.

• HS Diploma or Equivalent required.
• Minimum of 2+ years of administrative experience.
• Strong computer skills (Microsoft Office Suite, Excel, PowerPoint, Word, etc.).
• Strong interpersonal, communication, and organizational skills.
• Ability to apply sound judgment and confidentiality.
• Strong professional skills and the aptitude to learn rapidly and continuously improve systems and processes.
• Must be highly flexible and capable of handling multiple projects and activities at one time.

• Ability to manage and organize large volumes of documents in both physical and digital formats.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Ability to work independently and proactively with minimal supervision and guidance.
• Good understanding of administrative processes and document control best practices.
• Strong computer skills, including proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A take‑charge attitude with respect to identifying and implementing process improvements.
• Strong interpersonal and communication skills for effective collaboration across teams.
• Ability to prioritize tasks, manage time effectively, and meet deadlines in a fast‑paced environment.
• A willingness to pitch in and support team goals and departmental needs.
• An aptitude for learning new systems, tools, and procedures quickly.
• An organized, professional, and detail‑oriented approach to administrative support.
• Ability to participate in safety meetings and contribute to team discussions constructively.
• A friendly and approachable demeanor with a customer‑service mindset.