Administrative Assistant

About the position

Hensel Phelps is seeking an Administrative Assistant to manage and distribute information within the regional office. This role includes answering phones, taking memos, and maintaining files. The Administrative Assistant will be responsible for various administrative tasks that support the office's operations and ensure effective communication within the team.

Responsibilities

• Reads and routes incoming mail, locates and attaches appropriate files to correspondence.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Takes dictation in shorthand or by machine and transcribes notes.
• Composes routine correspondence.
• Organizes and maintains operational file system and files correspondence and other records.
• Answers and screens manager's telephone calls and arranges conference calls.
• Coordinates manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Orders and maintains supplies and arranges for equipment maintenance.
• Prepares source data for computer entry by compiling, processing customer and account source documents.

Requirements

• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Effectively presents information in one-on-one and small group situations.
• Willingness to take direction and follow instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Willingness to ask questions and implement new procedures.
• Works collaboratively with others and fosters a positive work environment.
• Understands and meets quality standards.

Benefits

• Company-paid medical insurance
• Life insurance
• Accidental death & dismemberment insurance
• Long-term disability insurance
• 401(K) retirement plan
• Employee assistance program (EAP)
• Paid time off beginning upon hire