Administrative Assistant - Construction Admin

Overview

Nisga'a CIOPS provides hands-on experienced services to civilian and DoD programs worldwide. Delivering highly skilled, cleared personnel who provide services on five continents for a portfolio of customers.

Summary:

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the office. This role supports management and staff through scheduling, correspondence, document preparation, recordkeeping, and coordination of meetings and communications.

Responsibilities

Essential Job Functions:

Oversee all aspects of general office coordination

Maintain office calendar to coordinate workflow and meetings

Maintain confidentiality in all aspects of client, staff and agency information

Monitor and assist with maintenance of the organization's website

Interact with clients, vendors and visitors

Answer telephones and transfer to appropriate staff members

Open, sort and distribute incoming correspondence, including faxes and email

Sign for and distribute UPS/FedEx or similar delivered packages

Prepare responses to correspondence containing routine inquiries

Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing

File and retrieve organizational documents, records and reports

Coordinate and maintain records for staff, office space, telephones, parking, company debit card and office keys

Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping

Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs

May conduct research, compile data and prepare papers for consideration and presentation to the Executive Director, staff and Board of Directors

Set up and coordinate meetings and conferences

Prepare agendas and make arrangements for committee, Board or other meetings

Interact with the organization's Board of Directors

Attend Board, committee meetings or other meetings as requested in order to record minutes

Compile, transcribe and distribute minutes of meetings

Make travel arrangements for staff, board and volunteers

Collect and maintain inventory of office equipment and supplies

Research, price and purchase office furniture, equipment and supplies

Arrange for the repair and maintenance of office equipment

Support staff in assigned project-based work

May supervise volunteers and other support personnel

Assists in special events, such as fundraising activities and the annual meeting

Assist with overall maintenance of the organization and its offices

Other duties as assigned by Executive Director

Qualifications

Necessary Skills and Knowledge:

Effective customer service skills

Excellent communication, business analytical and problem-solving skills

The ability to set priorities and juggle multiple demands

The ability to work as a team member and as an individual working in a fast-paced environment

Dependability and punctuality for work every day

Minimum Qualifications:

High School Diploma

Minimum 4 (four) years of related experience

MUST have experience supporting construction, facilities, building systems upgrades, or renovation projects in one of the following environments: Federal facilities

Commercial construction

Secure or highly regulated environments

Ability to obtain and maintain DOJ/BOP suitability, background investigation, and facility access as required

Preferred Qualifications:

Experience supporting Building & Facilities operations within the Federal Bureau of Prisons (BOP) Highly preferred.

Prior Executive Assistant or senior-level administrative support experience in a construction or facilities environment.

Experience working within correctional institutions or other secure federal environments.

Pay and Benefits

The pay rate for this position is $38.14 hourly.

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.