Senior Administrative Assistant

Pennoni • West Chester, PA

6d

About The Position

Pennoni is seeking a Senior Administrative Assistant to provide high-level administrative support to local leadership. This role involves managing calendars, handling communications, arranging travel, organizing documents, prioritizing tasks, and coordinating meetings. The position also includes various clerical duties such as drafting and proofreading documentation, creating and editing proposal documents, running and formatting reports, and scheduling pickups. The Senior Administrative Assistant will interact with clients, coordinate office lunches and events, and manage office supplies and inventory. Additionally, this role will support onboarding logistics for new employees.

Requirements

• High School Diploma (or Equivalent).
• 8+ years of professional experience working with clerical and/or administrative-oriented responsibilities.

Nice To Haves

• Associate’s degree is a plus!
• Proven expertise with office administration tasks: scheduling appointments / meetings / conferences (when needed); managing conflicts (which includes ensuring timely reminders); answering phone calls; taking detailed messages; screening emails; responding to inquiries; coordinating business travel (e.g.: booking flights / hotels / transportation); setting up meeting rooms, preparing agendas, taking minutes, and following up on action items.
• Advanced proficiency with basic computer systems and software, especially Microsoft Office 365 applications (including Word, Excel, PowerPoint, and Outlook); experience with ERP / CRM applications (especially Deltek Vantagepoint) is a plus!
• Supervisory and/or Project Coordination experience; proven ability to coordinate multi-disciplinary projects is a plus!
• Exposure to the A/E/C industry is a plus!
• Strong problem-solving and analytical skills; this person is expected to be detail-oriented!
• Proven ability to work independently or in a team environment while demonstrating strong character, dependability, a polished demeanor, and a positive attitude!
• Proven ability to maintain confidentiality in a fast-paced environment.
• Excellent organizational skills, especially with a proven ability to work in an energetic and challenging work environment on a variety of projects; this person will be expected to demonstrate a self-motivated demeanor while effectively multi-tasking and prioritizing multiple assignments.
• Excellent communication skills (written & verbal).

Responsibilities

• Provides high-level administrative support to local leadership by managing their calendars, handling communication (e.g.: incoming phone calls), arranging travel, organizing documents, prioritizing tasks, and coordinating meetings.
• Assist with clerical duties: draft & proofread documentation, creating & editing proposal documents, run & format reports, etc., schedule UPS pickups
• Interact with clients.
• Schedule meetings, conference rooms, and appointments as needed.
• Coordinate office lunches for clients, staff events, lunch and learns, Teams calls and catering arrangements
• Order, stock, and maintain office supplies, kitchen and restroom items, and general office inventory
• Support onboarding logistics for new employees (workspace setup, supplies, welcome materials)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED