Administrative Assistant

Administrative Assistant
Company:

Pacific Project Management Services Llc


Administrative Assistant

Details of the offer

Administrative Assistant - Operations Reports to: Associate Director of Operations
Classification: Part Time, Non-Exempt
Location: Seattle, WACompany
Pacific Project Management (PPM) is a fast-growing, nationally positioned, multi-market sector commercial real estate project management company. Our focus is in three mains lines of business: consulting, capital project management, and transition and relocation services.We are known for our high-touch, personalized, integrated and people-centric approach by our clients, our communities, and our teams. Driven by both value and quality, we foster a nimble entrepreneurial environment built upon creativity, caring, and trust while achieving our clients? goals and objectives. As a company, we are committed to progressive ideals with a diverse team that collaborates to add value to our clients and teams through the balance of human touch and emergent technologies.Key Company Info
Our mission is to provide a personalized project management approach with boutique-level connection.
Our approach is entrepreneurial and scalable, with the highest level of quality and professionalism.
Our core PPM values are: Service, Trust, Integrity, Honesty, & Leadership.
Our priorities and decision-making start with our People and Partners followed by PPM Performance.We believe in building great teams that thrive in a collaborative and welcoming environment. Every member of the team has an integral role to play and has a direct impact on our future success as well as the success of our clients and partners.Job Summary
The Administrative Assistant role reports directly to the Associate Director of Operations and services our internal and external teams throughout all Pacific Project Management locations.This role is responsible for supporting the Operations team with various tasks and projects. A successful candidate has an ability to communicate clearly with all parties involved including operations, key stakeholders, internal customers, team members and vendor partners. This role requires the ability to demonstrate exceptional customer service, teamwork, support and attention to detail in order to insure client satisfaction. Must be able to deal with ambiguity and conflicts while maintaining professionalism and focus on the project goals.Key Responsibilities
Serve as the primary liaison among leadership, internal employees, clients and other external partners for the Seattle HQ facility
Manage information flow in a timely and accurate manner
Maintain office space, supply inventory & ordering including but not limited to swag and gallery wall headshots
Maintain computer inventory in the office, assign asset tags, coordinate set up with IT, ship to end users and update asset management platform
Ordering food/beverages for in office meetings as well as make reservations for offsite meetings
Management of company?s phone tree and voicemail
Vendor management for company?s video conferencing and phone system
Manage the emergency text platform
Mail pick-up, distribution and shipping
Ensuring bank deposits are complete or sent out on time
Management of leadership expenses in Concur
Prepare and manage information for company & client surveys to include development, tracking, exporting, reporting, etc.
Responsible for updating and maintaining Rhythm of Business (ROB) calendar
Keep leadership contacts updated as well as update team birthdays and anniversary?s
Take and upload new hire photos in company internal database & SharePoint
Update workflows and org charts in PPM template format on Visio
Create new virtual contact cards and assist with Salesforce data input
Provide some written communication & quality control for leadership communications
Assist Collaboration Committee members with event planning, room blocking, and all necessary travel accommodations
Ability to make travel accommodation arrangements if needed
Organize and maintain the office filing system
Take minutes during meetings as neededExperience/Training/Education/Certification
3-5 years previous experience as an Administrative Assistant
Ability to navigate multiple calendars for schedule
Excellent knowledge in Microsoft programs (Word, Excel, SharePoint, and OneNote, Visio)
Previous experience with Office 365
Efficiency in Concur or related travel & expense platform preferred
Excellent verbal and written communication skills
Discretion and confidentialityPhysical Requirements
Potential to walk to and from office to vendor/client sites up to 25%
Occasionally lift up to 25lbsEEOC
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.


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