Administrative Assistant

Audubon Companies; Lake Charles (LA); On-site; USD 32,000 - 46,000; Full time

Job summary

Audubon Companies in Lake Charles, LA seeks an Administrative Assistant to join our project team. The role provides personal and administrative support to ensure efficient execution of ongoing processes.

Responsibilities include managing office operations, coordinating meetings, processing invoices, maintaining confidentiality, and supporting project managers and visiting clients. A strong command of MS Office and excellent organizational skills are essential.

Qualifications

• 3+ years administrativer support experience.
• Diploma or GED required.
• Strong organizational and planning abilities.
• Excellent communication skills (verbal and written).
• Ability to gather and monitor information effectively.
• Sound judgment and decision-making abilities.
• Dependability and confidentiality.
• Attention to detail and ability to prioritize tasks.
• Ability to work with diverse personalities.
• Proficiency in Microsoft Office applications.

Responsibilities

• Ensure smooth operation of the office space.
• Order and manage office supplies including safety items.
• Prepare and distribute documents as needed.
• Maintain confidentiality of sensitive documents.
• Review and update documents for quality control.
• Coordinate meetings and events.
• Assist with cost control through vendor coordination.
• Provide support to Managers and Project Managers.
• Prepare work areas for new hires and manage invoicing liaison.

Skills

Organizational skills

Communication skills

Information gathering & monitoring

Judgment & decision-making

Confidentiality

Attention to detail

Multitasking

Interpersonal skills

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Audubon is currently seeking a Administrative Assistant to join our team in our Lake Charles, LA Office. The Administrative Assistant will Audubon is currently seeking a Administrative Assistant to be part of a project team headquartered in Lafayette, LA. The Administrative Assistant will provide personal and administrative support and assistance for efficient execution of all processes in progress.

PRIMARY RESPONSIBILITIES

• Ensuring the smooth and efficient running of office space.
• Ordering supplies (as well as safety items) as needed to operate the office.
• Printing and distributing documents as needed.
• Maintaining confidentiality regarding sensitive documents.
• Reviewing and updating documents for maintenance and quality control.
• Arranging and/or assisting with coordinating meetings and events.
• Looking for ways to improve the bottom line by applying cost cutting measures when and where necessary, and by constantly communicating with vendors, new and established, to look for ways to economize.
• Providing support to Managers as requested/required by Manager.
• Preparing offices/cubicles for new hires.
• Invoicing approval/liaison for Accounting and Vendors.
• Contacting vendors regarding issues that arise concerning invoicing discrepancies.
• Following through with proper procedures when handling changes in company policies or procedures.
• Preparing requests for maintenance issue and work with building management on repair needs.
• Providing support for Project Managers as needed or directed.
• Providing support to all visiting clients.
• Additional duties as assigned.

Health, Safety, and Environmental Responsibilities

• All employees are responsible for supporting Audubon Companies’ Health, Safety, and Environmental (HSE) policies and procedures. This includes:
• Performing duties in a manner that protects personal and team health and safety
• Participating in required HSE training, meetings, and reporting activities
• Identifying and reporting hazards, near misses, and unsafe conditions
• Following safe work practices and complying with applicable regulatory requirements

EXPERIENCE AND SKILL REQUIREMENTS

• 3+ years’ experience providing administrative support.
• High school diploma or equivalent (GED).
• Excellent organizational and planning skills.
• Strong communication skills.
• Information gathering and information monitoring skills.
• Judgment and decision-making ability.
• Dependability and Confidentiality.
• Attention to detail, accuracy, and ability to prioritize multiple tasks.
• Ability to work with a variety of personalities.
• Proficiency in Microsoft Office Applications.
• Professional appearance and presentation.

No Recruiters, please!

Equal Opportunity Employer/Veterans/Disabled