Administrative Assistant II

Hr Green - Aurora, IL

Full-time

Aurora, IL

501-1,000 employees

Construction of Buildings

About the position

Join our dynamic team as an Administrative Specialist, where you'll play a pivotal role in providing high-level administrative support to key personnel. In this role, you'll handle confidential and proprietary information with the utmost discretion, while leveraging your strong understanding of internal and external organizational dynamics. You will support various engineering departments by creating bid packets, results documents, proposals, and more, while also managing front-desk and other office responsibilities.

Responsibilities

• Supports pursuit team by proofreading, production, and packaging proposals for shipment or delivery.
• Assist with the preparation of design proposals, specification documents, and reports.
• Support bidding phase - Print and distribute plan sets, plan holders list, addendums, and bid tab results.
• Create project folders, may oversee process and routing of shop drawings, submittals, plan checks, or permits, verify certified payrolls, compile, and track instructions to Contractors & Request for Information documents.
• Maintain departmental files and prepare documents for archive storage.
• Works cooperatively with other administrative staff and site leader to ensure site/department administrative needs are met efficiently.
• Performs administrative duties requiring considerable judgment, initiative, and knowledge of organization supported.
• Assists with coverage for reception and copy room areas.
• May be required to maintain calendars, schedule appointments, prepare meeting materials and arrange departmental meetings/conferences.
• Interfaces with personnel of substantial importance within and outside the company concerning matters requiring explanation, discussion, and obtaining approvals.
• Composes letters and memorandums for signature requiring an excellent working knowledge of company functions.
• Edits documents to ensure composition and contextual accuracy; proofreads typed data ensuring proper spelling, punctuation, and grammar usage.
• Prepares materials and agendas for management and/or departmental meetings.
• May track and maintain site budgets and assist site leader in determining budget requirements.
• Organizing and prioritizing multiple projects and tasks simultaneously with minimal supervision.

Requirements

• High School diploma or equivalent with four to eight years of prior administrative experience is required.
• Associates Degree preferred.
• Advanced knowledge of Microsoft Office 365 programs (i.e., Word, Excel, PowerPoint, and Outlook).
• Advanced Word and PowerPoint skills to include the ability to easily create, design, and format documents that look professional and error-free.
• Advanced Excel skills to include the ability to produce graphs and tables, use spreadsheets efficiently, and perform calculations to process data.
• Advanced Outlook skills to include the ability to confidently use email, contacts, and calendars while scheduling virtual meetings, appointments, and managing workflow.
• Ability to solve practical problems and deal with a variety of concrete variables with limited daily interaction with manager.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Benefits

• Comprehensive and multi-faceted benefits package.