Responsibilities
- Provide support to project managers in typing/revision of complex reports, correspondence, spreadsheets, etc.
- Coordinate travel arrangements for department staff
- Complete special projects by clarifying project objectives, setting timetables and schedules, conducting research, organizing information, and completing project within timelines established
- Responsible for formatting all outgoing GHD documents, including memos, letters, reports and proposals
- Handling correspondence as directed including, but not limited to: proofreading, copying, scanning, emailing, document editing, report preparation and distribution
- Assisting project managers with redlining and editing of reports and proposals
- Data Entry utilizing Microsoft Excel spreadsheets and reports
- Maintaining high awareness of all project deadlines and schedules, to ensure early or on time completion
- Responsible for collating, binding and final production of reports and proposals
- Maintaining all electronic and paper filing systems as per ISO Standards
- Assist with managing the vehicle program and cell phone program
- Working cohesively as a team within the office; providing proof-reading, quality control and assisting team members as needed
- Perform general office duties associated with office equipment and supplies as well as mail distribution
- Provide backup support to Receptionist by answering phones, greeting clients, and communicating with vendors; establish conference calls, assist clients, and project management staff
Qualifications
- High School Diploma
- 2 plus years of administrative support experience in a professional office environment
- Professional attitude and positive work ethic
- Ability to work with little supervision and achieve superior results
- Willing to fill in and cover wherever needed within the office
- Strong attention to detail and accuracy
- Ability to handle difficult situations and work well with multiple instructions and directions
- Excellent organizational skills with ability to multi-task and prioritize to meet short deadlines
- Proficiency in Microsoft Office Suite (Must be strong in Word, Excel, PowerPoint, Outlook and Adobe PDF Writer)
- Self-motivated and willingness to work as a team in a fast-paced environment
- Strong written and verbal communication required
- Ability to maintain confidentiality in all matters of correspondence, telephone messages and personal conversations