Construction Administrative Assistant

IPS-Integrated Project Services•Cary, NC

17h•Hybrid

About The Position

At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a dedicated Administrative Assistant to join our talented Construction team at our office in Cary, North Carolina. In this role, you will provide administrative support to mid- to upper-level managers and other department members.

Requirements

3+ years’ experience in an administrative position supporting a department or more than one individual.
Able to support a department of 15+ personnel.
Has experience with event planning.
Demonstrates proficiency in Microsoft Office: Word, Excel, and PowerPoint.
Able to handle multiple tasks efficiently and meet multiple project deadlines.
Possesses a sense of fiscal responsibility.
Highly organized, with a strong attention to detail.
Able to work in a team environment.
Highly reliable with excellent communication and customer service skills.

Responsibilities

Manages the calendar and schedule of personnel in the department.
Assists with scheduling meetings, conference calls, and appointments.
Assists with booking meeting rooms and reserving necessary equipment.
Sets up outside catering for meetings as necessary.
Sorts and distributes incoming mail, faxes, FedEx, and UPS packages, and prepares outgoing correspondence and packages.
Manages the travel arrangements of the personnel of the department.
Schedules airline, car, and hotel accommodations using an outside travel agency’s database.
Keeps travel profiles up-to-date with travel preferences and frequent flier information.
Completes project work that is assigned promptly.
Assists with the preparation of correspondence, reports, proposals, presentations, meeting minutes, etc.
Reviews and manages the expense report process.
Assists in organizing departmental events as necessary.
Supports the Receptionist with phone calls and visitors.
Works with Corporate Counsel and the legal department to develop client contracts utilizing AIA ACD5 software.
Maintain department personnel lists (ensure correct phone number, location, supervisor, etc.)
Work with HR and Recruiting to coordinate and facilitate the departmental new hire processes.
Assist the Director of Corporate Compliance with obtaining and managing state contractor licensing for appropriate IPS employees.
Order supplies for internal department personnel and external field staff as needed; track invoices.
Maintain Department TV slide shows
Other duties as assigned.