Administrative Assistant

Why You Want To Work Here:Great opportunity to join an organization that promotes sustainable construction practices and provides technical guidance. This position provides administrative support to the ERT department, including managing contracts, agreements, and technical projects. Additional responsibilities include assisting with communications, processing invoices, coordinating travel, and supporting general operations.Responsibilities of the Administrative Assistant:Assist the Vice President ERT with Contracts & Agreements (25%)Draft, review, and manage contracts and addendums, ensuring compliance with federal requirements.Track contract milestones and deadlines, providing regular updates to the VP of ERT.Manage Department Communications & Emails (13%)Monitor and organize the VP's email inbox, prioritizing important messages.Draft and send official department communications on behalf of the VP.Prepare Quarterly Progress Reports (7%)Compile data from ongoing projects and create comprehensive reports.Ensure reports are submitted for VP review on a timely basis.Process Invoices (15%)Review incoming invoices, assign correct project codes, and ensure timely approval.Liaise with accounting to resolve discrepancies and follow up on payments.Coordinate Travel for ERT Department (10%)Arrange flights, hotels, and transportation for department members attending meetings.Prepare detailed itineraries and ensure travel arrangements meet budget constraints.Follow up with department members to ensure they received the travel arrangements.Coordinate ERT Meetings (15%)Schedule meetings, ensuring availability of all attendees and rooms.Prepare agendas and minutes, distributing them to relevant stakeholders post-meeting.Assist with Agendas & Minutes (5%)Draft agendas for meetings, ensuring all topics are covered.Record and distribute meeting minutes to attendees.Maintain Database Accuracy for ERT Committees (5%)Regularly update committee and task force member information.Ensure data is accurate and easily accessible for reporting purposes.Qualifications of the Administrative Assistant:Bachelors degree preferred2+ years of administrative or customer service experienceProficiency in Microsoft Office and strong organizational skillsStrong attention to detail and the ability to manage multiple tasks efficiently in a fast-paced environment.Ability to maintain confidentiality when handling sensitive information and documents.Excellent problem-solving skills with the ability to anticipate needs and offer solutions proactively.