Administrative Assistant

Spence Brothers; Saginaw (MI); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, vision

Life insurance

Paid holidays & PTO

401K with company match

ESOP

Job summary

Spence Brothers, a Michigan-based commercial construction company, is seeking an Administrative Assistant who is highly organized, proactive, and detail-oriented to support office staff and leadership. The role involves managing communications, calendars, mail, and office supplies, and coordinating meetings and travel.

You will partner with management and the estimating team, handle confidential information with discretion, and assist with special projects, donor requests, and company

Qualifications

• 5+ years of experience providing office support to employees and leadership.
• Bachelor’s degree preferred (or equivalent work experience).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with Bluebeam, Adobe, Procore preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and anticipate executive needs.
• Handle confidential information with a high level of discretion and professionalism.

Responsibilities

• Screen and prioritize incoming communications (email, phone calls, correspondence, clients, customers, job seekers).
• Manage and organize incoming and outgoing mail, UPS and FedEx shipments.
• Order office supplies and stock materials.
• Assist Management & Estimating with ordering drawings and printing in-house.
• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Coordinate internal and external corporate meetings details and needs.

Skills

Office coordination

Communication skills

Time management

Independence

Confidentiality

Education

Bachelor's degree preferred

Tools

Microsoft Office

Bluebeam

Adobe

Procore

Job description

Spence Brothers, a Michigan-based commercial construction company, is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative support to office staff and leadership. This role requires exceptional communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Assistant will serve as a trusted partner to staff and the executive team, ensuring efficient operations and confidentiality at all times.

Roles & Responsibilities

• Screen and prioritize incoming communications (email, phone calls, correspondence, clients, customers, job seekers)
• Manage and organize incoming and outgoing mail, UPS and FedEx shipments
• Responsible for ordering and stocking all office needs including office supplies, business cards, paper products, etc.
• Assist Management & Estimating with ordering drawings and/or printing in-house
• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements
• Coordinate all details and needs for internal and external corporate meetings
• Assist leadership with various special projects and company initiatives
• Coordinate donation/sponsorship request process
• Coordinate checks, invoices, guest attendance, etc. for meetings & events approved
• Track and manage expenses related to events, donations/sponsorships, memberships, etc.
• Prepare welcome packages for salaried new hires
• Draft, finalize and/or distribute employee communications as necessary

Qualifications

• 5+ years of experience providing office support to employees and leadership
• Bachelor’s degree preferred (or equivalent work experience)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with Bluebeam, Adobe, Procore preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to work independently and anticipate executive needs
• Handle confidential information with a high level of discretion and professionalism
• Strategic thinking and problem-solving
• Attention to detail
• Adaptability and flexibility
• Strong interpersonal and organizational skills

Work Environment & Physical Demands

• May need to lift up to 50lbs
• May work in seated or standing positions for prolonged periods of time, perform sustained manual activities at low to moderate levels of exertion

Benefits

We offer a comprehensive benefits package including medical, dental, vision, life insurance, paid holidays and paid time off, 401K with company match and ESOP.

EEOC Statement

Spence Brothers is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

About Spence Brothers

Spence Brothers has built trust and important facilities that have helped our communities thrive for over 130 years. Our legacy continues as a trusted leader in Construction Management, Design/Build, and General Contracting services throughout Michigan. We are proud to build facilities that impact all parts of our community, ranging from small projects for non-profit organizations to large corporate facilities. Spence Brothers is recognized far and wide for our commitment to quality and dependability by clients, subcontractors, and designers.