Reports to: Vice President of Major Projects
Position Summary:
85% - Administrative Assistant: Provide daily administrative duties for the Major Projects team. This position monitors records and filing, types up documentation, and schedules and coordinates meetings.
15% - Sales Support: Provides sales support to the Major Projects team.
Essential Duties and Responsibilities:
Administrative Assistant:
- Schedule and organize meetings, travel, conferences, and department activities.
- Utilize computer software such as Microsoft Office Suite, CRM, ERP.
- Work in Sales Database to post for reports.
- Maintain and manage filing system.
- Acts as liaison to other departments and outside agencies.
- Acts as liaison to accounting department. Process accounting documentation as required.
- Handles confidential information.
- Works independently and within a team on projects.
- Assist with other clerical duties.
- Creates and edits PowerPoint presentations.
- Perform other duties as assigned.
Sales Support:
- Interface with branch to ensure cohesion in projects.
- Assist with marketing projects and to meet deadlines.
- Prepares quotes, contracts and RFP/RFI responses for potential customers.
- Maintains all quote documentation with accurate pricing and configurations.
- Maintains all sales demonstration tools and applications.
- Maintains up-to-date awareness of company activities, industry trends and government regulations.
- Perform other duties as assigned.
Supervisory Responsibilities:
No formal supervisory role.
Education and Experience Requirements:
- This position requires an Associate Degree and 1+ year of administrative assistant experience or high school diploma and 3+ years of administrative assistant experience.
- Sales experience
- Degree in business preferred but not required.
- Technical Capacity
- Shown ability to collaborate with other team members to accomplish tasks.
- Thoroughness and detail oriented.
Required Skills/Competencies:
- Self-Driven
- Strong Time Management Skills
- Proficiency in MS Office Suite
- Technical Capacity.
- Customer/Client Focus.
- Personal Effectiveness/Credibility.
- Strong Written and Verbal Communication
- Excellent Problem-Solving Skills
- Strong Interpersonal Communications Skills
Physical/Mental Demands:
Position requires a high degree of concentration to manage frequent interruptions while meeting strict deadlines. Position is largely sedentary; however, some filing is required. The ability to lift files, open filing cabinets and bend, sit or stand is necessary. Occasional driving is required.