Administrative Assistant

Holt Brothers Inc•Raleigh, NC

24d•Onsite

About The Position

The Administrative Assistant provides front office and administrative support to ensure smooth daily operations and a welcoming, professional environment for staff and visitors. The Administrative Assistant provides support and works closely with executive team members; CFO and Director of Marketing, as well as the accounting team, while supporting other staff and departments as needed. The Administrative Assistant position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced office setting. This job description is not intended to be all-inclusive; the Administrative Assistant may perform other duties as assigned to support the needs of the organization.

Requirements

Minimum of 2 years administrative, receptionist, or office support experience
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Excellent verbal and written communication skills
Strong organizational skills with high attention to detail and accuracy
Ability to manage multiple priorities and meet deadlines
Professional, personable, and service oriented demeanor
Ability to accept feedback and adapt to changing needs
Applicants must be legally authorized to work in the United States. Holt Brothers Construction does not provide sponsorship for employment visas and will not consider applicants who require sponsorship now or in the future.

Nice To Haves

Associate’s degree preferred or equivalent
Notary Public certification preferred or ability to obtain within 6 months

Responsibilities

Serve as the first point of contact for visitors, staff, and vendors, ensuring a professional and welcoming environment
Answer phone calls, emails, and general inquiries in a timely and courteous manner
Assist with and support general administrative needs across the office
Serve as liaison with building management for facility needs including security concerns, work orders, and general maintenance requests
Coordinate employee access items such as key fobs and parking garage cards, ensuring timely issuance, replacements, and tracking access items
Receive, sort, and distribute mail and packages, prepare outgoing mail and shipments for office staff
Receive, review, and enter accounts payable invoices into the system accurately and promptly
Monitor and clear Accounts Payables queues daily
Assist the accounting and finance team with processing payments, bank deposits, and other related tasks
Maintain office and break room supplies, ensuring inventory is stocked and organized
Keep open and shared spaces, including kitchen, reception area, and conference rooms clean, organized and presentable
Support planning and coordination of internal staff events
Select menus, coordinate catering orders and deliveries for staff events and meetings
Assist in securing venues and coordinating logistics for external events
Responsible for post-event clean-up after in-office meetings and staff events, including resetting spaces to clean, organize, and professional conditions
Ensures all materials, trash, catering items, and supplies are properly cleaned and disposed of, and that spaces are promptly restored for regular office use
Provide administrative support to the CFO, Director of Marketing and other leadership team members when requested
Assist with scheduling, document preparation, and coordination of meetings and events
Support office safety initiatives by maintaining awareness, taking care of or reporting hazards or concerns promptly, and helping ensure a safe, secure environment for staff and visitors.