Administrative Assistant

Software Galaxy Systems, LLC; Minneapolis (MN); On-site; USD 40,000 - 50,000; Full time

Job summary

A leading technology firm in Minneapolis is seeking an experienced Administrative Assistant to provide support for the EHS team. The role involves document management, data entry, and general administrative duties. Ideal candidates will have at least 2 years of experience, strong computer skills, and the ability to maintain confidentiality. This position may last for 5 months with possible extension.

Qualifications

• Minimum of 2+ years of administrative experience.
• Ability to apply sound judgment and confidentiality.
• Must be highly flexible and capable of handling multiple projects.

Responsibilities

• Document Management: organize physical and digital safety documents.
• Data Entry & Recordkeeping: maintain accurate logs of safety incidents.
• General Administrative Support: handle routines like phone and email correspondence.

Skills

Strong computer skills

Interpersonal skills

Organizational skills

Attention to detail

Communication skills

Education

HS Diploma or Equivalent

Tools

Microsoft Office Suite

Job description

Job Title : Administrative Assistant

Duration : 5 months + (Possible extension)

Req ID : 1543

Location : North Minneapolis Minnesota 55430

Description

This position is responsible for providing administrative support the EHS team in the Minneapolis Asphalt and Roofing site.

Job Responsibilities

• Document Management: sort, scan, and file historical safety documents in both physical and digital formats; maintain organized and accessible filing systems; ensure proper labeling and archiving of documents according to department standards.
• Data Entry & Recordkeeping: accurately enter safety-related data into internal databases and tracking systems; maintain up-to-date logs of safety incidents, training records, and compliance documentation; perform routine audits of data for accuracy and completeness.
• Document Creation & Formatting: create and format documents using provided templates (e.g., reports, checklists, training materials); ensure consistency and professionalism in all safety documentation.
• Organizational Skills: prioritize daily tasks and manage time effectively to meet deadlines; maintain a clean and organized workspace and digital environment.
• Collaboration & Communication: work closely with the Safety Coordinator and Safety Specialist to support departmental goals; communicate effectively with team members and other departments as needed; participate in safety meetings and contribute to team discussions.
• Self-Directed Work: take initiative to complete tasks independently when appropriate; identify opportunities for process improvements and bring them to the attention of the team.
• General Administrative Support: answer phones, respond to emails, and handle routine correspondence; schedule meetings, prepare agendas, and take meeting minutes when required; order office supplies and maintain inventory for safety-related materials.
• Confidentiality & Compliance: handle sensitive safety information with discretion and in compliance with company policies; support the department in maintaining compliance with OSHA and other regulatory requirements.

Job Requirements

Minimum Qualifications

• HS Diploma or Equivalent required.
• Minimum of 2+ years of administrative experience.
• Strong computer skills (Microsoft Office Suite, Excel, PowerPoint, Word, etc.).
• Strong interpersonal, communication, and organizational skills.
• Ability to apply sound judgment and confidentiality.
• Strong professional skills and the aptitude to learn rapidly and continuously improve systems and processes.
• Must be highly flexible and capable of handling multiple projects and activities at one time.

Knowledge, Skills & Abilities

• Ability to manage and organize large volumes of documents in both physical and digital formats.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Ability to work independently and proactively with minimal supervision and guidance.
• Good understanding of administrative processes and document control best practices.
• Strong computer skills, including proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A take-charge attitude with respect to identifying and implementing process improvements.
• Strong interpersonal and communication skills for effective collaboration across teams.
• Ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
• A willingness to pitch in and support team goals and departmental needs.
• An aptitude for learning new systems, tools, and procedures quickly.
• An organized, professional, and detail-oriented approach to administrative support.
• Ability to participate in safety meetings and constructively contribute to team discussions.
• A friendly and approachable demeanor with a customer-service mindset.