Administrative Assistant

24060 Blacksburg, Virginia State of Virginia

Posted 13 days ago

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Job Description

Job Description

Provides administrative assistance to Department Head and Department of Small Animal Clinical Sciences of the Virginia-Maryland College of Veterinary Medicine, at Virginia Tech, in Blacksburg Virginia. This position ensures an organized and efficient level of daily office management. The Administrative Assistant will assist in fiscal and administrative duties while adhering to all University policies and procedures. This position will be responsible for:

* Hiring coordination to include scheduling interviews, inputting data into PageUp and

maintenance for permanent and temporary positions (locums). This includes assisting with TOFO's, generating license applications, and hospital documents. Maintain faculty files.

* Processing personnel actions in Banner
* Assisting with incoming interns, specialty interns and residents. This will include assisting

faculty with the Match program; handling the schedule for their orientations; assisting with the hiring paperwork and onboarding; handling banner transactions; outgoing certificates, gifts and reception planning.

* Maintaining department heads calendar and assisting with scheduling appointments
* Assisting the faculty with standardized formatting for promotion & tenure dossiers.
* Assisting Department Head with monthly leave reports
* Placing departmental orders within Hokiemart (VT ordering platform). Primary point of contact for departmental orders assisting faculty/staff with expenditures using their professional development or startup funds.
* Maintaining minutes at monthly department meetings and generating the monthly agenda
* Maintaining own department purchase card and reconciliations monthly
* Working closely with the Director of SACS Operations. Have an understanding of Chrome River to handle travel when the director is out.
* Coordinating departmental events
* Collecting and distributing mail, maintaining stock of dept supplies
* Maintaining department swag needed for new hires (faculty, staff, interns, residents)
* Point of contact for the Small Animal Department

Required Qualifications

Experience providing administrative support; high level of organization and capable to prioritize work, as well as perform multiple tasks simultaneously; strong computer skills with advanced word processing and spreadsheet skills; ability to follow directions and complete work independently and within a team environment; excellent communication and interpersonal skills with the ability to work effectively with a diverse clientele and to create and maintain collaborative relationships.

Preferred Qualifications

AA degree in business or related area; Professional Secretary or Administrative Certification; experience in Banner HR and Finance; bookkeeping/accounting experience; working knowledge of university policies and procedures including the accounting and financial systems; strong office management experience; successful experience with events coordination. Working knowledge of veterinary or human health areas.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

starting at $36,000 commensurate with experience

Hours per week

32

Review Date

8/18/25

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Courtney Snead at during regular business hours at least 10 business days prior to the event.
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Administrative Assistant

23326 Chesapeake, Virginia Robert Half

Posted 2 days ago

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Job Description

Description We are looking for a highly organized and detail-oriented Administrative Assistant to join our team in Chesapeake, Virginia. This is a Contract to permanent position, offering an excellent opportunity to showcase your administrative expertise and support the smooth operation of our office. The role involves a variety of tasks aimed at ensuring efficiency and a detail-oriented approach in daily business operations.
Responsibilities:
- Manage and coordinate daily administrative tasks to support office operations.
- Handle incoming calls with a detail-oriented approach, providing clear information and redirecting inquiries as needed.
- Perform accurate data entry to maintain up-to-date records and documentation.
- Serve as the first point of contact for visitors, ensuring a welcoming and detail-oriented environment.
- Assist in organizing and scheduling meetings, appointments, and other office activities.
- Maintain and update office supplies inventory to ensure smooth operations.
- Prepare and review correspondence, reports, and other documents with attention to detail.
- Collaborate with team members to address administrative needs and streamline processes.
- Uphold confidentiality and integrity when handling sensitive information. Requirements - Proven experience in administrative assistance or similar roles.
- Strong skills in answering and managing inbound calls professionally.
- Proficiency in data entry and maintaining accurate records.
- Familiarity with receptionist duties, including greeting visitors and managing front desk operations.
- Excellent organizational and multitasking abilities.
- Effective communication skills, both verbal and written.
- Ability to work independently and collaboratively in a team environment.
- High level of discretion and confidentiality when handling sensitive information. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
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Administrative Assistant

23434 Suffolk, Virginia Robert Half

Posted 3 days ago

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Job Description

Description We are looking for a detail-oriented Administrative Assistant to join our team on a Contract to Permanent basis. This role is based in Suffolk, Virginia, and involves providing essential support to the daily operations of a Day Support healthcare facility for individuals with developmental disabilities. The ideal candidate will excel at managing administrative tasks, maintaining organization, and fostering effective communication within the office.
Responsibilities:
- Welcome visitors, families, and clients while ensuring a well-organized and friendly environment.
- Organize and coordinate activities, meetings, interviews, events, and visits for the facility.
- Prepare and manage correspondence, meeting agendas, and related documentation.
- Monitor and maintain office supplies by placing orders and ensuring inventory is well-stocked.
- Keep daily records of visitor logs and attendance for individuals.
- Answer and direct inbound calls professionally while addressing inquiries or routing them to appropriate staff.
- Manage schedules, appointments, and calendars to ensure smooth operations.
- Support the preparation and distribution of meeting agendas and other relevant materials. Requirements - At least 1 year of experience in administrative or clerical roles.
- Strong skills in handling administrative tasks such as data entry, scheduling, and office management.
- Proficiency in answering and directing inbound calls professionally.
- Experience in managing calendars and scheduling appointments.
- Ability to prepare and organize meeting agendas effectively.
- Exceptional attention to detail and organizational skills.
- Strong communication abilities to interact with staff, clients, and visitors.
- Familiarity with receptionist duties and maintaining visitor logs. TalentMatch®
Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app ( and get 1-tap apply, notifications of AI-matched jobs, and much more.
All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.
© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "Apply Now," you're agreeing to Robert Half's Terms of Use ( .
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Administrative Assistant

23274 Richmond, Virginia Bon Secours Mercy Health

Posted 3 days ago

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Job Description

At Bon Secours Mercy Health, we are dedicated to continually improving health care quality, safety and cost effectiveness. Our hospitals, care sites and clinicians are recognized for clinical and operational excellence.
**This position is a hybrid position, three days a week working from home and two days in the office.**
**The job location will be at 8550 Magellan Parkway, Suite 1100, Richmond, VA 23227**
**PRIMARY FUNCTION/GENERAL PURPOSE OF POSITION:**
Under minimal supervision, provides secretarial, clerical, and administrative support services such as drafting and preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects. Duties require a thorough knowledge of supervisors' areas of responsibility to gather data and prepare reports, answer correspondence, conduct projects, type complex medical text, work knowledge of medical terminology, and so forth.
**JOB FUNCTIONS:**
+ Performs a wide variety of typing duties such as composing correspondence, preparing forms, tables, charts, records, statistical tables, schedules, and so forth which are often confidential in nature and may require taking and transcribing shorthand and/or Dictaphone dictation.
+ Reviews correspondence, memoranda, and routine reports prepared by others for a supervisor to ensure proper format, typographical accuracy, adherence to procedures, and all necessary background information is attached. Submits materials for supervisor's review.
+ Types copies, and distributes complex administrative reports, statements, rosters, and so forth, performs difficult data and/or information gathering, and drafts and prepares special reports/analyses for review by supervisor.
+ Reviews and screens visitors and telephone calls ascertains callers' needs and tactfully refers caller to appropriate personnel. Responds to inquiries concerning general administrative activities and operations and refer complex and/or sensitive inquiries to the appropriate person(s).
+ Regularly engages in a variety of contacts inside and outside the hospital to obtain or relay information, arrange meetings, gather data, and often deal with executives, medical staff, or important outsiders. In absence of, or as directed by the supervisor, may be required to relay confidential or sensitive information.
+ Receives, and reads incoming correspondence, reports, memoranda, and the like; screens items that can be routinely handled, prepares appropriate responses, and forwards remaining materials to supervisor or others along with necessary background information.
+ Arranges meetings, conferences, schedules, interviews, and appointments, complete travel arrangements, and maintains the supervisor's business calendar.
+ Answers inquiries concerning activities and operations of subordinate departments by referring to and interpreting established policies and procedures.
+ Establishes, maintains, and revises recordkeeping and filing systems and classifies, sorts, and files correspondence, articles, records, and other documents.
+ Schedules, and prepares all necessary materials, maintain mailing lists and coordinates all logistical aspects of meetings. Records and types of minutes of the various meetings and distributes completed minutes to appropriate individuals.
**EMPLOYMENT QUALIFICATIONS:**
+ Work requires skills related to proofing and editing reports, correspondence, and the like for accuracy, sentence structure, and readability as well as drafting correspondence and reports, performing semi-complex arithmetic calculations when preparing administrative reports, and developing and overseeing the maintenance of recordkeeping and filing systems at a level normally acquired through completion of one year of business school.
+ Two or more years of progressively more responsible secretarial/administration work experience. Proficiency in the operation of a desktop PC, word processing software WordPerfect and Microsoft WORD, and facsimile and electronic typewriting equipment.
+ Previous work experience required in an administrative/secretarial capacity that required the handling of administrative details such as preparing reports by combining confidential data from several sources; communicating with a diverse group of internal and external callers and visitors; arranging meetings andconferences; assembling highly confidential and sensitive information; formatting and typing complex tables, forms, and reports; and developing routine responses to a variety of correspondences.
Many of our opportunities reward* your hard work with:
Comprehensive, affordable medical, dental and vision plans
Prescription drug coverage
Flexible spending accounts
Life insurance w/AD&D
Employer contributions to retirement savings plan when eligible
Paid time off
Educational Assistance
And much more
*Benefits offerings vary according to employment status
All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you'd like to view a copy of the affirmative action plan or policy statement for Mercy Health - Youngstown, Ohio or Bon Secours - Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email . If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at
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Administrative Assistant

23509 Norfolk, Virginia Aston Carter

Posted 3 days ago

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Job Description

Job Title: Administrative Assistant
Job Description
We are seeking a highly organized and detail-oriented Administrative Assistant to support our team in managing records related to compliance, insurance claims, and incident reports. This role involves ensuring accurate documentation, addressing gaps in records, and assisting in the transition to a new risk management system.
Responsibilities
+ Organize and maintain records for compliance, insurance claims, and incident reports.
+ Ensure all documentation is accurately named, filed, and easily retrievable.
+ Identify and address gaps in documentation to ensure complete event records.
+ Support a high-volume workflow environment with varying levels of administrative needs.
+ Collaborate with Claims Manager, Claims Administrator, and Claims Analyst to triage and prioritize incoming tasks.
+ Assist in the transition to a new risk management system by supporting data quality and organization.
+ Provide administrative support for renters insurance, purchasing, and general claims processing.
Essential Skills
+ Proven experience (3+ years) in administrative support or record keeping, preferably in a risk, insurance, or real estate environment.
+ Strong organizational skills with a keen eye for detail and accuracy.
+ Ability to manage multiple priorities and meet deadlines in a fast-paced setting.
+ Excellent communication and interpersonal skills.
+ Proficiency in Microsoft Office Suite; particularly SharePoint, Excel, and Outlook.
Additional Skills & Qualifications
+ Experience in administrative support, data entry, and filing.
+ Familiarity with employee records management.
Work Environment
This position is onsite in Norfolk, VA, with working hours from Monday to Friday, 9am to 5pm. Our collaborative environment involves close work with operations, legal, accounting, finance, and more, providing a diverse and engaging workplace. The role offers potential for growth and may lead to permanent employment as the team transitions to a new automated system.
Pay and Benefits
The pay range for this position is $20.00 - $25.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Norfolk,VA.
Application Deadline
This position is anticipated to close on Aug 28, 2025.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email (% ) for other accommodation options.
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Administrative Assistant

23509 Norfolk, Virginia Aston Carter

Posted 3 days ago

Job Viewed

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Job Description

Job Title: Administrative Assistant
Job Description
We are seeking a highly organized and detail-oriented Administrative Assistant to support our team in managing records related to compliance, insurance claims, and incident reports. This role involves ensuring accurate documentation, addressing gaps in records, and assisting in the transition to a new risk management system.
Responsibilities
+ Organize and maintain records for compliance, insurance claims, and incident reports.
+ Ensure all documentation is accurately named, filed, and easily retrievable.
+ Identify and address gaps in documentation to ensure complete event records.
+ Support a high-volume workflow environment with varying levels of administrative needs.
+ Collaborate with Claims Manager, Claims Administrator, and Claims Analyst to triage and prioritize incoming tasks.
+ Assist in the transition to a new risk management system by supporting data quality and organization.
+ Provide administrative support for renters insurance, purchasing, and general claims processing.
Essential Skills
+ Proven experience (3+ years) in administrative support or record keeping, preferably in a risk, insurance, or real estate environment.
+ Strong organizational skills with a keen eye for detail and accuracy.
+ Ability to manage multiple priorities and meet deadlines in a fast-paced setting.
+ Excellent communication and interpersonal skills.
+ Proficiency in Microsoft Office Suite; particularly SharePoint, Excel, and Outlook.
Additional Skills & Qualifications
+ Experience in administrative support, data entry, and filing.
+ Familiarity with employee records management.
Work Environment
This position is onsite in Norfolk, VA, with working hours from Monday to Friday, 9am to 5pm. Our collaborative environment involves close work with operations, legal, accounting, finance, and more, providing a diverse and engaging workplace. The role offers potential for growth and may lead to permanent employment as the team transitions to a new automated system.
Pay and Benefits
The pay range for this position is $20.00 - $25.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Norfolk,VA.
Application Deadline
This position is anticipated to close on Aug 29, 2025.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email (% ) for other accommodation options.
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Administrative Assistant

20151 Chantilly, Virginia KBR

Posted 4 days ago

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Job Description

Title:
Administrative Assistant
Belong. Connect. Grow. with KBR!
KBR's National Security Solutions team provides high-end engineering and advanced technology solutions to our customers in the intelligence and national security communities. In this position, your work will have a profound impact on the country's most critical role - protecting our national security.
KBR is seeking an Administrative Assistant to perform a variety of administrative duties providing mission support in one or more functions or business areas within the customer offices. The nature of Administrative Assistant work encompasses various transactional activities and requires general knowledge of basic administrative processes, to moderately complex, and very complex tasks which demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements.
Why Join Us?
+ Innovative Projects: KBR's work is at the forefront of engineering, logistics, operations, science, program management, mission IT and cybersecurity solutions.
+ Collaborative Environment: Be part of a dynamic team that thrives on collaboration and innovation, fostering a supportive and intellectually stimulating workplace.
+ Impactful Work: Your contributions will be pivotal in designing and optimizing defense systems that ensure national security and shape the future of space defense.
Work Environment:
+ Location: On-site
+ Travel Requirements: Minimal
+ Working Hours: Standard
Key Responsibilities:
+ Support the day-to-day business process and operations of the office.
+ Recommend innovative processes to improve the efficiency and effectiveness of the office
+ Compose written communication in response to complex customer queries
+ Prepare routine status reports and track office-related metrics
+ Coordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sites
+ Attend meetings, events, and forums
+ Assist in maintaining inventories, records, and receipts
+ Coordinate office renovations and relocation activities
+ Support action items and assist in the coordination of responses, to include:
+ Assign actions to appropriate personnel
+ Follow-up on open/pending actions
+ Coordinating responses in a clear, organized manner for senior management review
+ Provide status reports
+ Participate at customer TIER meetings
+ Maintain a 'Schedule of appointments for assigned personnel
+ Support daily office management functions, such as:
+ Place, answer, transfer, and screen phone calls to appropriate personnel
+ Follow-up on all messages to ensure adequate resolution of issues or concerns
+ Assist with ordering supplies/equipment and arranging for office equipment repairs
+ Support the management of mail within the assigned office by performing duties such as:
+ Retrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documents
+ Arrange for the delivery of outgoing mail/packages with the mailroom
+ Support USG travel requests and reporting
+ Notify appropriate leadership and other parties of personnel absences (e.g. Individuals who will be out of the office unexpectedly due to unexpected leave, illness, etc.)
+ Create and assist in the preparation and development of reports, briefings and presentations for various audiences
+ Assist with event planning, attend, and facilitate meetings, workshops, conferences and working group sessions, track stat.us and milestones, and provide summary of meetings and meeting minutes when requested.
Required Qualifications:
+ Active TS/SCI clearance + Poly is required
+ 3-5 years of experience working within an IC/DoD supporting daily business operations as an administrative assistant
+ High School Diploma OR GED Equivalent
+ Oral and written communication skills sufficient to compose and deliver clear and concise responses
+ Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
+ Experience in the use of Microsoft Office and standard computer applications
KBR Benefits
KBR offers a selection of competitive lifestyle benefits which could include 401K plan with company match, medical, dental, vision, life insurance, AD&D, flexible spending account, disability, paid time off, or flexible work schedule. We support career advancement through professional training and development.
Belong, Connect and Grow at KBRAt KBR, we are passionate about our people and our Zero Harm culture. These inform all that we do and are at the heart of our commitment to, and ongoing journey toward being a People First company. That commitment is central to our team of team's philosophy and fosters an environment where everyone can Belong, Connect and Grow. We Deliver - Together.
KBR is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity or expression, age, national origin, veteran status, genetic information, union status and/or beliefs, or any other characteristic protected by federal, state, or local law.
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Administrative Assistant

23274 Richmond, Virginia Brookfield Properties

Posted 4 days ago

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Job Description

Location
Short Pump Town Center - 11800 W Broad St Suite 2110
Business
At Brookfield Properties, we believe retail should be anything but typical. It's why we're integrating shopping, dining, entertainment, and more to reimagine retail experiences everywhere. Because for us, retail isn't just about managing properties or redeveloping malls. It's about creating inspiring spaces that draw consumers in. It's about helping our tenants build their brand in a big way. It's about contributing to our communities. And, more than anything, it's about bringing people together.
If you're ready to be a part of our team, we encourage you to apply.
Job Description
Position Summary
The Administrative Assistant provides general administrative support to the mall management team. The Administrative Assistant interacts with the general public, merchants, tenants, in-house facilities technicians, third-party contractors including housekeeping and security, and other persons servicing the mall, its merchants and tenants. Responsibilities
+ Supports the day-to-day management of the mall including general office work such as file organization, fulfilling written requests, answering phones, greeting guests, word processing, distributing mail, purchasing and replenishing supplies
+ Serves as initial point of contact for customer, vendor, merchant and tenant inquiries, requests and complaints while exhibiting a high level of customer service
+ Performs high-level administrative work, such as creating spreadsheet tracker reports, organizing, scheduling, coordinating, compiling and analyzing confidential business information
+ Schedules meetings/conference calls and appointments, coordinates food and handouts for meetings, as needed
+ Assists in implementing property activities and events
+ Prepares, maintains, and distributes mass written communication to retailers as directed
+ Supports and collaborates with the Mall Management team and may also provide administrative support to other departments including but not limited to Accounting, Specialty Leasing, and Marketing
+ Establishes and maintains effective business relationships
+ May direct or coordinate services such as repair & maintenance with in-house facility technicians, or third-party vendors
+ May manage and collect current Certificates of Insurance for Tenants and/or third-party vendors
+ May operate as mall management office support person for localized computer software/hardware
+ Other duties as assigned
Qualifications
+ High School Diploma or GED required
+ 2 years of experience in an administrative support role
+ Proficiency in Microsoft Office including Outlook
+ Highly organized and project oriented
+ Excellent business writing and verbal communication skills
+ Quick learner, self-starter and helps others achieve results
Core Competencies: Nimble Learning, Collaborates, Drives Results, Customer Focus
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to do the following:
+ The employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
+ The employee frequently is required to stand, walk, and reach with hands and arms.
+ The employee is occasionally required to stoop, kneel, crouch, or crawl.
+ The employee may frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
+ Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
+ The noise level in this work environment is usually moderate.
Benefit Information
+ Competitive compensation
+ Medical, Dental and Vision beginning day 1
+ 401(k) Company matching
+ 401(k) Vests on Day 1
+ Career development programs
+ Charitable donation matching
+ Generous paid time off (i.e., vacation, personal holidays, paid sick time)
+ Paid Volunteer Hours
+ Paid Parental Leave
+ Family planning assistance including IVF, surrogacy, and adoption options
+ Wellness and mental health resources
+ Pet insurance offering
+ Childcare Assistance
+ Commuter benefits
+ A culture on our values of Act with Integrity, Build Mutual Trust, Take Initiative and Win Together.
We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.
#BPR
At Brookfield Properties, our success starts with our people. People like you. We develop, operate, and manage more than 1100 properties and 390 million square feet of real estate across the globe. It's a feat that wouldn't be possible without our team, a diverse group of creative visionaries and innovative experts who are relentless in pursuit of one goal: to ensure our buildings don't simply meet the needs of our tenants, residents, and communities - but exceed them, every day.
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Administrative Assistant

20189 Dulles, Virginia EMCOR Group

Posted 4 days ago

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Job Description

**Description**
**Essential Duties and Responsibilities:**
The Job Site Administrative Assistant administratively supports the Project Managers, Assistant Project Managers, Superintendents and Foreman.
**Job Title:** Job Site Administrative Assistant
The ideal candidate will be responsible for assisting the Job Site with administrative support. The candidate must be able to efficiently manage their workload, have ability to multi-task. Must work well as a team with other Administrative Assistants and under pressure.
**Duties:**
+ Provide administrative support to the job site.
+ Answering Telephones
+ Ordering Office Supplies
+ Copying and Faxing
+ Updating Electrical Panel Inventories
+ Processing all payroll documents for the job site
+ Maintain all electronic and hard copy filing
+ Manage and organize all field paperwork as necessary.
+ Maintain confidentiality of company information
+ Print construction drawings or send to off-site printing company.
+ Prepare reports by collecting and analyzing information
+ Prepare documents and minutes for meetings
+ Must train others in Administrative Support Duties as needed
+ Work with other Administrative Assistants to cover each other's Duties when required.
**Qualifications:**
Proficient with Microsoft Excel, Microsoft Work, PowerPoint, Adobe, Blue Beam
**Preferred Skills and Abilities:**
+ Three to five years working in administrative support position
+ Working knowledge of the construction industry
+ Administrative writing and reporting skills
+ Excellent organization, communication and interpersonal skills
+ Scheduling and time management skills
+ Multi-tasking skills
**Physical Requirements**
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled
Compensation Range: $40,000 - $65,000
Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights ( notice from the Department of Labor.
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Administrative Assistant

20189 Dulles, Virginia EMCOR Group

Posted 4 days ago

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Job Description

**Description**
**Essential Duties and Responsibilities:**
The Administrative Assistant in the Special Projects - Service Department supports the Department Manager, Service Superintendents, Dispatcher, Service Estimators, Project Managers and Assistant Project Managers in the department.
+ Answering phones promptly in a professional manner and assisting Project Managers in handling their telephone overflow. This includes coordinating with the Dispatcher when leaving the area to ensure that the phones are covered at all times.
+ Supporting the Dispatcher as needed with customer service calls, calls from the field, and calls regarding deliveries. Also assisting with billings and tracking and filing of service calls.
+ Typing as needed. Most typing will be for the Department and Project Managers. Typing will include letters, quotes/scopes, memos, minutes of meetings, introduction packages, submittals, O&M manuals, estimating logs, contract forms, manpower and tool lists, and panel schedules.
+ Purchase Order control. Purchase Order numbers are obtained from the Purchasing Department and provided to the field as needed. The follow-up paperwork is then processed; this includes writing Temporary Purchase Orders, matching the vendors' packing slips and invoices with the appropriate TPO, logging information into the TPO log, contacting vendors to expedite their paperwork, turning completed TPOs in to Purchasing in a timely manner, and routing invoices in Construction Imaging either to the appropriate PM, or the AP Department.
+ Calendars: Updating/distributing of the departmental calendar and inputting pertinent appointments and entries into the Department Manager's Lotus Notes calendar.
+ Pulling work order numbers as needed for the Project Managers' field personnel.
+ Recreating forms and documents electronically as needed.
+ Assisting department personnel in expediting paperwork.
+ Creating and tracking IT service requests from department and field personnel.
+ Coordination of annual departmental Foremen's Meeting.
+ Data Management:
+ Archiving data
+ Scanning of documents and photos, downloading electronic files in various formats both from email and electronic equipment (digital camera, infrared camera, etc.)
+ Creating forms electronically (Microsoft Excel spreadsheets, Microsoft Project schedules, Microsoft PowerPoint presentations, Adobe documents, etc.)
+ Distribution of the Daily Report (notification to the department of absentee personnel and reminders of upcoming events)
+ Printing architectural/electrical drawings to local plotter or sending to off-site printing company.
+ Keeping the copier and printers filled with paper and toner and promptly reporting any problems which might arise to IT so they may be resolved. Ordering toner and other necessary supplies for the aforementioned machines through the proper channels.
+ Assisting other departments as needed including occasional switchboard relief.
+ Occasional receiving/logging-in of deliveries, sorting incoming mail, running outgoing mail through the postage meter.
+ Serving as back-up to the Executive Assistant, delegating tasks as necessary to maintain efficiency.
**Physical Requirements**
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled
Compensation Range: $50,000 - $65,000
Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.
**Equal Opportunity Employer Disabled Veteran**
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights ( notice from the Department of Labor.
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