Description

The Administrative Assistant provides essential support to the Director of Facilities, Construction, and Auxiliaries. This role is responsible for assisting with daily office operations, managing incoming and outgoing correspondence, processing contractor invoices and tracking payment statuses, maintaining organized filing systems, and coordinating facility support for campus events. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to communicate effectively with internal departments and external contractors.

Job Responsibilities

Key Responsibilities

Provide support to the Director of Facilities, Construction and Auxiliaries and employees by assisting with daily office needs, managing correspondence, receiving contractor invoices and preparing them for pay, track status of contractor payments, maintaining filing systems and track Stillman college function the requires Facilities assistance. 

Answer phone calls, greet visitors, and direct inquiries to the appropriate personnel, ensuring a welcoming and professional environment. 

Manage calendars, schedule appointments, and coordinate meetings, including preparing agendas and taking minutes.  

Prepare reports, create presentations, and handle data entry tasks, ensuring all documents are organized and accessible.  

Make travel arrangements for the Director and team members, including booking flights, hotels, and transportation.  

Oversee office supplies inventory, order supplies as needed and maintain office equipment. 

Required Skills and Qualifications

Excellent verbal and written communication skills are essential for interacting with staff and clients.  

Strong organizational skills to manage multiple tasks and prioritize effectively.  

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office equipment.  

Ability to maintain accuracy in documentation and reporting.  

Previous experience in an administrative role is often preferred, along with knowledge of office procedures.