What are the responsibilities and job description for the Administrative Assistant position at Walbridge?
Overview
The Opportunity
The Administrative Assistant will support Devon Industrial Group (DIG). The Administrative Assistant will support day-to-day activities at DIG Headquarters, as well as partner with executive leadership.
Responsibilities
Key Responsibilities
You will be responsible for supporting executive leadership with travel coordination, calendar management, scheduling internal and external meetings, report and presentation creation. You will coordinate and lead event planning, set up and attend trade shows, community engagement, and employee appreciation events. You will play a key role in managing the office, incoming mail and phone calls, and handling office inventory.
- Greeting visitors, coordinate visitor badges and parking validation.
- Handle internal requests and coordinate with Bedrock building management.
- Manage internal lists and databases (e.g., CCM Safety Orientation, apparel spreadsheet, summer event list).
- Coordinate and provide support for customer and team apparel orders.
- Maintain parking validation log and coordinate with visitors.
- Update current ownership information to the property manager.
- Communicate Bedrock updates to team members.
- Invoice and code office invoices and receipts to DIG accounts payable.
- Take meeting minutes and summarize for distribution.
- Assist with overhead budget tracking with executive team
Qualifications
To qualify for the role, you must have
- High school diploma or equivalent; a 2-year Business degree preferred, or equivalent experience and training required.
- Minimum of 3 years of administrative work experience.
- Strong proficiency in Microsoft Office Suite.
- Ability to troubleshoot basic IT issues.
- Proficient writing and proofreading skills.
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and professionalism.
- Ability to prioritize work activities and work independently.
- Valid Drivers’ License and available for local travel.
Ideally, you’ll also have
- Proven experience in administrative roles, with a track record of successful office management.
- Strong organizational and multitasking skills.
- Proficient in MS Office (Word, Excel, PowerPoint) and other relevant software.
- Detail-oriented and able to work independently with minimal supervision.
- Ability to handle confidential information with discretion.
- Self-starter and able to work without supervision.
Technologies and attributes to attain goals
- Microsoft Office Suite (Word, Excel, PowerPoint)
- Adobe Reader/Writer
- Basic IT troubleshooting
- Strong writing and proofreading skills
- SharePoint management
