Administrative Assistant - Construction Admin

Goldbelt, Inc.•Stockton, CA

About The Position

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the office. This role supports management and staff through scheduling, correspondence, document preparation, recordkeeping, and coordination of meetings and communications.

Requirements

High School Diploma
Minimum 4 (four) years of related experience
MUST have experience supporting construction, facilities, building systems upgrades, or renovation projects in one of the following environments: Federal facilities, Commercial construction, Secure or highly regulated environments
Ability to obtain and maintain DOJ/BOP suitability, background investigation, and facility access as required

Nice To Haves

Experience supporting Building & Facilities operations within the Federal Bureau of Prisons (BOP) Highly preferred.
Prior Executive Assistant or senior-level administrative support experience in a construction or facilities environment.
Experience working within correctional institutions or other secure federal environments.

Responsibilities

Oversee all aspects of general office coordination
Maintain office calendar to coordinate workflow and meetings
Maintain confidentiality in all aspects of client, staff and agency information
Monitor and assist with maintenance of the organization’s website
Interact with clients, vendors and visitors
Answer telephones and transfer to appropriate staff members
Open, sort and distribute incoming correspondence, including faxes and email
Sign for and distribute UPS/FedEx or similar delivered packages
Prepare responses to correspondence containing routine inquiries
Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing
File and retrieve organizational documents, records and reports
Coordinate and maintain records for staff, office space, telephones, parking, company debit card and office keys
Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping
Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs
May conduct research, compile data and prepare papers for consideration and presentation to the Executive Director, staff and Board of Directors
Set up and coordinate meetings and conferences
Prepare agendas and make arrangements for committee, Board or other meetings
Interact with the organization’s Board of Directors
Attend Board, committee meetings or other meetings as requested in order to record minutes
Compile, transcribe and distribute minutes of meetings
Make travel arrangements for staff, board and volunteers
Collect and maintain inventory of office equipment and supplies
Research, price and purchase office furniture, equipment and supplies
Arrange for the repair and maintenance of office equipment
Support staff in assigned project-based work
May supervise volunteers and other support personnel
Assists in special events, such as fundraising activities and the annual meeting
Assist with overall maintenance of the organization and its offices
Other duties as assigned by Executive Director