Administrative Assistant

Purpose

As an Administrative Assistant, your primary responsibility will be to provide administrative support to your assigned team and project a professional company image through personal and phone interaction and inner-office coordination while utilizing sound judgment in recognizing the scope of authority.

Activities Responsibilities

· Promote DDG’s core values, both internally and externally, and comply with the DDG Company Manual

- Apply SMART principles to all phases of work

· Answer and direct phone calls

· Greet clients and visitors and direct to appropriate staff

· Keep a clean work environment

· Conference room coordination

· Scan project files and accounting files to maintain paperless systems

· Receive, sort, and deliver mail

· Shop drawing management

· Set up and assist in preparation of proposals

· Maintain proposal tracking system

· Maintain polite and professional communication with employees and visitors

· Keep stock of necessary office supplies

· General clerical tasks for project managers

· Organize and schedule appointments

· Plan and assist in meeting setup

· Participate in meetings and take meeting minutes

· Assist in necessary documents such as meeting notes, minutes, or agendas from DDG standard templates

· Maintain filing system organization for respective teams and individual project

· Correspondence preparation: letters, fax, transmittals, FedEx, etc.

· Preparation of travel arrangements: flights, rental cars, hotel bookings, etc.

· Utilize Outlook updates to assist in scheduling

· Completing and submitting Expense Reports

· Assist office staff with general requests such as running, compiling reports, and shipments

· Track and download agendas for specific council meetings, planning commission meetings, and other applicable organizations.

· Review of documents for clerical and grammatical errors

· Organizing, scheduling, and coordinating training sessions, workshops, luncheons, continuing education seminars, and employee engagement activities at the Lafayette office

· Pick up/ drop off project related documents from clients, municipalities, etc.

Preferred Skills/Abilities

· Detail oriented and highly organized

· Proficient in Microsoft Office Suite or similar software.

· Attention to detail, organization, and problem-solving skills

· Excellent written and verbal communication skills

Qualifications

· Associate degree in a relevant field, bachelor’s degree preferred

· Experience as an administrative assistant

Physical Requirements

· Prolonged periods sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at a time.

EEO Statement

DDG is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. DDG makes hiring decisions based solely on qualifications, merit and business needs at the time.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Referral program

Work Location: In person