Construction Admin Assistant: Scheduling & Travel

IPS-Integrated Project Services; Cary (NC); On-site; USD 40,000 - 55,000; Full time

Job summary

IPS, a Berkshire Hathaway company, seeks an Administrative Assistant to join our Construction team in Cary, North Carolina. You will provide administrative support to mid- to upper-level managers and other department members.

Key duties include calendar management, meeting scheduling, travel arrangements, expense processing, coordination with HR and Recruiting, and assisting with correspondence, reports, and presentations.

Qualifications

• 3+ years’ experience in an administrative position supporting a department or multiple individuals.
• Able to support a department of 15+ personnel.
• Experience with event planning.
• Proficiency in Microsoft Office: Word, Excel, PowerPoint.
• Able to manage multiple tasks efficiently and meet deadlines.
• Possesses a sense of fiscal responsibility.
• Highly organized with strong attention to detail.
• Able to work in a team environment.
• Excellent communication and customer service skills.

Responsibilities

• Manages the calendar and schedule of personnel in the department.
• Assists with scheduling meetings, conference calls, and appointments.
• Helps book meeting rooms and reserve equipment.
• Sets up outside catering for meetings when needed.
• Sorts and distributes mail and prepares outgoing correspondence.
• Manages travel arrangements and creates travel profiles.
• Schedules airline, car, and hotel accommodations via outside agency.
• Maintains department travel preferences and frequent flyer info.
• Assists with correspondence, reports, proposals, and minutes.
• Reviews and manages the expense report process.
• Organizes departmental events as needed.
• Supports the Receptionist with calls and visitors.
• Collaborates with Corporate Counsel on client contracts using AIA ACD5 software.
• Maintains department personnel lists and contact details.
• Coordinates with HR and Recruiting on new hire processes.
• Assists Director of Corporate Compliance with state contractor licensing.
• Orders supplies and tracks invoices.
• Maintains Department TV slide shows.

Skills

Highly organized

Excellent communication

Customer service

Team oriented

Multitasking

Fiscal responsibility

Tools

Microsoft Office

Job description

IPS, a Berkshire Hathaway company, seeks an Administrative Assistant to join our Construction team in Cary, North Carolina. You will provide administrative support to mid- to upper-level managers and other department members.

Key duties include calendar management, meeting scheduling, travel arrangements, expense processing, coordination with HR and Recruiting, and assisting with correspondence, reports, and presentations.