What are the responsibilities and job description for the Administrative Assistant position at Robayna and Associates, Inc?
Robayna and Associates, Inc. is seeking a proactive, organized, and professional Administrative Assistant to support the President and overall office team. This role is vital in ensuring the office operates efficiently and that both internal teams and clients receive exceptional support. Candidates must be detail-oriented, have excellent communication skills, and be comfortable handling sensitive information.
Key Responsibilities:
- Provide administrative support including writing/editing emails, drafting memos, and preparing correspondence.
- Organize and coordinate meetings (scheduling & sending reminders).
- Manage the President’s calendar, including prioritizing appointments and sensitive matters.
- Handle incoming mail, packages, and emails; route or respond as appropriate.
- Answer and direct phone calls in a professional and timely manner.
- Greet and assist walk-in clients and visitors.
- Support RFQ/RFP submissions by gathering documents, formatting, and coordinating with staff.
- Assist office staff with administrative tasks such as appointment setting and internal communications.
- Develop and maintain filing systems, databases, and shared documents.
- Ensure the team has all necessary resources and information to operate effectively.
Required Qualifications:
- High school diploma or equivalent (Associate's or Bachelor’s degree in Business, Communications, or related field preferred).
- 2 years of experience as an Administrative Assistant supporting senior-level staff.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational, multitasking, and time-management skills.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and discretion.
- Professional demeanor and positive attitude.
- In-Office standard hours (8:00 AM–5:00 PM)
- Must pass a drug screen and have a satisfactory driving record in accordance with company policy.
Preferred Qualifications:
- Experience in an Architectural, Engineering, or Construction (AEC) firm.
- Knowledge of RFQ/RFP documentation and submission processes.
Job Type: Full-time
Pay: $41,392.00 - $50,000.00 per year
Benefits:
- Paid time off
- Retirement plan
- Tuition reimbursement
Schedule:
- 8 hour shift
- Day shift
Work Location: In person
Salary : $41,392 - $50,000