Administrative Assistant Construction Design (Full Time) - Nicklaus Children's Health System

Job Summary

Provides clerical and administrative support to the Leader(s).

Minimum Job Requirements

• Two to three years of Administrative Assistant or Secretarial experience required.
  
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
  

Essential Duties and Responsibilities

• Assists Leader(s) with special projects, organizes meetings, conferences, and other special events. Performs research and analysis for related projects and specific issues.
  
• Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, vendor contracts, AIA contracts, and/or other documents.
  
• Prepares meeting minutes and other sensitive documents.
  
• Prepares presentations, financial, and non-financial reports for the Leader
  
• Prepares project presentation binders, brochures, and pamphlets for leadership.
  
• Prepares presentations, assists with AutoCAD floor plan formatting, plotting, and photoshop projects.
  
• Responsible for maintaining furniture inventory lists, furnishings replacement lists, and coordinating user groups furnishings floor plans.
  
• Maintains materials and finishes library in addition to hanging up-to-date project files. Responsible for labeling, dating old files, and project drawings for storage.
  
• Provides clerical support in problem solving and planning as needed to ensure delivery of department's goals and objectives.
  
• Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by payroll department.
  
• Orders & maintains office supplies. Submits PO's and contracts for approval and follows up on completion or renewal. Verifies & submits invoices to be approved by the Leader(s).
  
• Submits work orders to maintain appropriate phone, computer, and equipment repair and services.
  
• Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the Leader(s).
  
• Maintains files and records for the Leader(s).
  
• Prepares financial plans, budgets, & forecast reports for approval. Assists Leader(s) with monthly expenses and invoices.
  
• Provides clerical support, greet & assist visitors, maintains calendars & vendor’s appointments schedule, coordinating travel arrangements & handling public relations for the Leader(s).
  

Knowledge/Skills/Abilities

• High school education or equivalent preferred.
  
• Experience with architecture or construction office preferred.
  
• Able to adapt and react calmly under stressful conditions.
  
• Able to set priorities and meet deadlines.
  
• Abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail, and working in a team environment.
  
• Ability to work independently and flexibly with minimal supervision.
  
• Ability to represent department/function in a professional, courteous, and efficient manner.
  
• Ability to communicate verbally & in writing.
  
• Able to maintain confidentiality of sensitive information.
  
• Positive and can-do attitude.
  

(EOE DFW)