Administrative Assistant - Lean/Prefab

J.E. Dunn Construction Group Inc P•Kansas City, MO

About The Position

The Administrative Assistant will provide administrative support to one or more managers or functions. This position will be responsible for preparing routine, advanced and technical correspondence, and collecting information for routine and non-routine inquiries or reports. All activities will be performed in support of the strategy, vision and values of JE Dunn. The role offers autonomy on routine matters, with recommendations to a supervisor and exceptions referred to them. The career path for this role is Senior Administrative Assistant.

Requirements

Ability to perform work accurately and completely, and in a timely manner
Communication skills, verbal and written
Ability to conduct effective presentations
Organizational skills – Intermediate
Ability to deliver quality through attention to detail – Intermediate
Proficiency in MS Office – Intermediate
Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate
Thorough knowledge of organizational structure and available resources – Intermediate
Ability to quickly and effectively solve complex problems – Intermediate
Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced
Ability to build relationships and collaborate within a team, internally and externally
High School Diploma or GED (Required)
5+ years administrative support experience (Required)

Nice To Haves

Associate’s degree in office administration or related field (Preferred)
In lieu of the above requirements, equivalent relevant experience will be considered.

Responsibilities

Provides routine administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, filing, etc.
Provides administrative support such as processing and distributing incoming mail, maintaining records and filling systems.
Oversees calendars and assists in the scheduling of appointments and meeting logistics, including making travel arrangements, preparing expense reports.
Processes and distributes incoming communications (e.g., mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
Provides switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
Demonstrates a positive and professional attitude, maintaining composure under pressure.
Assesses priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
Shares subject matter expertise in order to support teamwork and deliver results.
Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
Exercises discretion and integrity with highly confidential and sensitive information.
Prepares internal and external correspondence including letters, memorandums, meeting notes, forms, contracts, and other documents, and ensures all materials conform to best practice standards and formats.
Collects information from a variety of contacts, paper and electronic sources in order to create routine and custom reports and documents for both internal and external distribution.
Prepares presentations.
Proactively reviews calendars and upcoming events and coordinates with internal customers to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.
Uses a variety of systems (such as Cosential, Image and Workflow, internal portal, etc.) to obtain necessary information and to support efficiency and productivity in the role.
Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non-routine and/or complex tasks.
Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes.
Manages difficult or emotional customer situations promptly and efficiently.
Meets client commitments, recognizes and acts upon service opportunities.
Solicits and applies feedback to improve quality and service.