Senior Administrative Assistant, Legal Department

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

About The Position

The Senior Administrative Assistant in JE Dunn’s Legal Department provides routine, advanced, and technical administrative support to one or more managers or functions. The role prepares routine, advanced, and technical correspondence; supports the evaluation, creation, and modification of best-practice standards; and collects information for routine and non-routine inquiries or reports. The position supports JE Dunn’s strategy, vision, and values, makes decisions on routine matters, recommends actions to a supervisor, and refers exceptions to the supervisor. The stated career path is Executive Administrative Assistant. Core duties include managing calendars, scheduling appointments and meeting logistics, planning meetings and events, making travel arrangements, preparing expense reports, processing and distributing communications, maintaining records and filing systems, and providing switchboard relief or administrative support to other functions as needed. The role also provides advanced support by preparing complex and custom reports and documents, recommending and implementing best-practice standards and formats, mentoring and training less experienced administrative staff, supporting other work programs as business needs require, and coordinating meetings with internal customers. The successful candidate demonstrates professionalism, composure, discretion with confidential information, attention to detail, organization, collaboration, problem-solving, and a commitment to customer satisfaction. The position requires at least eight years of administrative support experience. A high school diploma or GED is required; an associate’s degree in office administration or a related field is preferred. Equivalent relevant experience may be considered in lieu of the stated education requirements.

Requirements

High school diploma or GED.
At least 8 years of administrative support experience.
Ability to perform work accurately, completely, and in a timely manner.
Verbal and written communication skills.
Ability to conduct effective presentations.
Intermediate organizational skills.
Advanced attention to detail and ability to deliver quality.
Advanced proficiency in Microsoft Office.
Intermediate ability to learn and use software, tools, and systems needed to meet business needs.
Advanced knowledge of organizational structure and available resources.
Intermediate ability to solve complex problems quickly and effectively.
Intermediate knowledge of administrative, office, and general accounting procedures and standards.
Ability to build relationships and collaborate with internal and external teams.

Nice To Haves

Associate’s degree in office administration or a related field.

Responsibilities

Provide routine administrative support to one or more managers or functions.
Manage calendars and schedule appointments, meetings, and meeting logistics.
Plan meetings and events, make travel arrangements, and prepare expense reports.
Process and distribute incoming mail and other communications, including email, phone, and fax, in a timely manner.
Respond to routine requests that do not require a supervisor’s attention.
Maintain records and filing systems.
Provide switchboard relief and additional administrative support to other functions to meet business and staffing needs.
Prepare routine, advanced, and technical correspondence.
Prepare complex and custom reports and documents for internal and external distribution.
Support the evaluation, creation, and modification of best-practice standards.
Recommend, modify, distribute, and implement best-practice standards and formats.
Collect information for routine and non-routine inquiries or reports.
Mentor and train less experienced administrative staff.
Support other work programs within a region or function as business needs require.
Facilitate and coordinate meetings with internal customers.
Assess priorities and competing demands and adjust time and resources to improve efficiency and effectiveness.
Collaborate and share subject-matter expertise to support teamwork and achieve team goals.
Exercise discretion and integrity when handling highly confidential and sensitive information.
Respond promptly and courteously to customer needs, manage difficult or emotional customer situations, meet client commitments, identify service opportunities, and use feedback to improve quality and service.