Administrative Assistant

The E Group.; Birmingham (AL); On-site; USD 30,000 - 47,000; Full time

Job summary

The E Group in Birmingham, AL is seeking an experienced administrative professional to provide executive-level support and drive operational efficiency on complex projects. You will manage timesheets, procurement reports, and critical project documentation while coordinating meetings, travel, and office logistics.

You will develop and publish monthly status presentations and maintain SharePoint sites, ensuring compliance with company procedures.

Qualifications

• 11+ years of administrative leadership experience.
• Coordinate timesheets, procurement card reports.
• Prepare weekly/monthly project reports.
• Maintain and organize project files and change notices.
• Publish extensive PowerPoint presentations for status reviews.

Responsibilities

• Provide expert-level administrative support and leadership to the team.
• Organize and manage project files, SharePoint sites, and records.
• Develop and publish weekly/monthly project status reports.
• Coordinate travel, meetings, and office relocations as needed.
• Process invoices and timekeeping in Oracle/Maximo.

Skills

Executive support

PowerPoint

SharePoint

Oracle

Maximo

Invoices

Travel coordination

Tools

S:Drive

Job description

Immediate W2 contract position available in Birmingham, AL.

Desired Qualifications:

• Provide expert-level administrative support and leadership to the team, leveraging over 11 years of experience to ensure seamless operations and enhance organizational efficiency.
• Promote and maintain a safe work environment.
• Processing, tracking, and coordinating the completion of staff timesheets and procurement card reports.
• Assist in the tabulation, tracking, and development of critical project statistical information, including assisting in the development and publication of weekly and monthly project reports.
• Organizing and cataloging key project files (change notice request forms, summary of award forms, sole source forms, records of decision).
• Gathering information, assimilating, developing, and finalizing extensive monthly project status PowerPoint presentations.
• Administrative owner for S:Drive and SharePoint sites.
• Involved in records retention efforts associated with large construction projects.
• Able to fill in for executive administrators when needed.
• Highly professional and responsive in all interactions with managers and staff.
• Must be very flexible to support emergent work requirements.
• Responsible for communications with Compliance and HR organization, in support of project team.
• Ensuring adherence to applicable Company administrative, accounting and compliance procedures.
• Performing various administrative office duties including maintaining office supplies, coordinating meetings and events, managing travel arrangements, coordinating office relocations, creating, and tracking project correspondence and performing miscellaneous assignments as directed.
• Invoice processing in Oracle, Maximo contract and PO submission.
• Time for Union and Exempt employees, administration help with day-to-day activities for O&M and Capital projects securing invoices filing and keeping project files available.
• Needs of the Team for help with supplies and ensuring departmental initiatives are organized for implementation.