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Administrative Assistant
Ref No.: 18-07916
Location: Buffalo, New York
Project Overview:
This role will provide administrative support to the client's Build Smart NY Initiative to coordinate scheduling, submittals, and correspondence and information requests for the Project Engineers.

Functions and Responsibilities:
  • Perform basic clerical task such as making copies, scanning documents, assembling CICs and other reports, preparing shipments, ordering supplies and making arrangements for meetings
  • Record and organize minutes and action items on monthly IC conference calls to assist Leads with IC/PM accountability and schedule compliance
  • Maintain a submittal log for official communications to external and internal stakeholders such as customers, ICs, client Engineering, client Environmental, Treasure, Risk Committee etc.
  • Compose form letters for submittals, proposal requests and other official communications
  • Assist with archiving information and attachments in Primavera
  • Perform Primavera administrative tasks such as scheduling updates, reporting and data entry
  • Record minutes at meetings held in the office and at monthly customer meetings with DOCCS and OGS
  • Assist in the development of program management tools to assist with IC and PM accountability
  • Coordinate travel arrangements
  • Coordinate project templates to assist with PM/IC compliance to latest standards
  • Coordinate arrangements for training, all hands meetings and other mandatory attendance events.

  • Strong organizational skills with the ability to multi-task
  • Attention to detail
  • Strong Proficiency with Microsoft Office software, especially Word, Excel, PowerPoint and Outlook
  • Proficiency with information technology and project management systems such as Primavera and SharePoint
  • Experience with Notetaking and Meeting Minute production
  • Excellent written and verbal communication skill
  • Previous experience as an Administrative Assistant or Project Coordinator

Education and Certifications:
  • A bachelor's degree strongly preferred or two-year degree or secretarial certificate/related work experience.
  • Minimum eight years secretarial experience in progressively demanding environment
  • Strong Microsoft Office programs such as (Excel, Word, PowerPoint, Outlook, Access) required
  • Familiarity with SAP financial software preferred.