Administrative Assistant

LED FastStart•Mandeville, LA

3d•Onsite

About The Position

As an Administrative Assistant at Bollinger’s Mandeville Office, you will provide administrative support to the executive and senior management team to ensure efficient operation of the Technical Design office. You will assist executives and managers with organizing and managing all types of data and information and managing all aspects of a professional office environment. Must have strong Microsoft Office skills to create, manage and deliver professional documents. Responsibilities also include data management, file and digital media management, and document audits. Supports executives and managers through a variety of tasks related to organization and communication. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.

Requirements

Five (5) years of performing administrative duties or performing work in a similar capacity.
Strong Microsoft Office skills to create, manage and deliver professional documents.
Data management, file and digital media management, and document audits.
Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.

Responsibilities

Composes and types routine correspondence for the department to customers and vendors.
Organizes and maintains project and contract filing systems and files correspondence and other records.
Perform meticulous editing and fact-checking for documents and print content
Answers and screens telephone calls and arranges conference calls.
Organizes and maintains file system, files correspondence and other records.
Coordinates schedules and makes appointments.
Greets scheduled visitors and directs them to appropriate area or person.
Organizes and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Reads and routes incoming mail.
Prepares outgoing mail and messages, including bid letters, bid specifications, e-mail and faxes.
Sets up and maintains all bid files.
Data and document management, also responsible for all office functions including maintenance of office supply inventory, coordinating office cleaning and maintenance, basic IT maintenance and running errands.
Composes and prepares confidential correspondence, reports, and other complex documents.
Arranges travel plans and itineraries, compiles documents for travel-related meetings.