Administrative Assistant

Must be able to pass pre-employment drug test and criminal background check

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients.

A Brief Overview
Provide administrative support and personal assistance to the staff by relieving staff of administrative details, coordinating workflows and taking initiative in staff's absence. Screen incoming mail, email, phone calls and correspondence directly resolving issues, if possible, and knowing when to seek guidance.

What you will do

• Handles office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Provides real-time scheduling support by booking appointments and preventing conflicts as needed.
• Maintains polite and professional communication via phone, e-mail, and mail.
• Sets-up and manage conference calls and meetings, including the preparation and organization of meeting space and materials in advance:
• Orders food for business meetings (breakfast/lunch, etc.).
• Prepares agenda in advance.
• Streamlines communication process for team.
• Composes correspondence/reports for own or signature.
• Arranges essential mail in priority action order for staff
• Checks deadlines on incoming requests and put preliminary work in play.
• Processes replies on own initiative or from staff dictation or notes.
• Researches, drafts or abstracts reports.
• Handles all phone inquiries, arranges "callbacks" to protect staff time and provides back-up materials for callbacks.
• Conducts phone surveys/inquiries as needed and route calls elsewhere as needed.
• Takes initiative on requests and inquiries of administrative nature.
• Updates and pursue delegated tasks to ensure progress towards deadlines.
• Develops and maintains periodic reports for management and meetings as requested.
• Accepts all incoming packages and direct to appropriate individuals.
• Acts as office reception to all visitors and clients.

Qualifications

• Bachelor's Degree (Sales, Marketing, or Business Administration preferred). Preferred and
• Experience working in a dynamic environment with a commitment to meeting deadlines. Required
• 1-3 years of progressively responsible experience in a similar position. Required and
• Relevant industry experience. Preferred and
• Proven admin or assistant experience. Required and
• Adobe Design Suite experience. Preferred and
• Experience working in a dynamic environment with a commitment to meeting deadlines. Required
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required.
• Ability to resolve problems independently and work with a high degree of autonomy and responsibility with attention to detail.
• High level of proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
• Requires a detail oriented, self-starter, who takes initiative, able to prioritize, work independently with limited direction and multi-task in busy environment. Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team. Must demonstrate excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
• DL NUMBER - Driver's License, Valid and in State Required