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CGL Companies · 1 day ago

Administrative Assistant

State Farm, Virginia, United States

Full-time

Onsite

Entry Level

1+ years exp

CGL Companies is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. They are seeking an Administrative Assistant to provide administrative support and personal assistance to the staff, coordinating workflows and handling various office tasks.

ConsultingLegal

Responsibilities

Handles office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies

Provides real-time scheduling support by booking appointments and preventing conflicts as needed

Maintains polite and professional communication via phone, e-mail, and mail

Sets-up and manage conference calls and meetings, including the preparation and organization of meeting space and materials in advance:

Orders food for business meetings (breakfast/lunch, etc.)

Prepares agenda in advance

Streamlines communication process for team

Composes correspondence/reports for own or signature

Arranges essential mail in priority action order for staff

Checks deadlines on incoming requests and put preliminary work in play

Processes replies on own initiative or from staff dictation or notes

Researches, drafts or abstracts reports

Handles all phone inquiries, arranges "callbacks" to protect staff time and provides back-up materials for callbacks

Conducts phone surveys/inquiries as needed and route calls elsewhere as needed

Takes initiative on requests and inquiries of administrative nature

Updates and pursue delegated tasks to ensure progress towards deadlines

Develops and maintains periodic reports for management and meetings as requested

Accepts all incoming packages and direct to appropriate individuals

Acts as office reception to all visitors and clients

Qualification

Microsoft Office SuiteTime ManagementOrganizational SkillsAdobe Design SuiteOffice Management SystemsProfessionalismWritten CommunicationVerbal CommunicationProblem-SolvingAttention to Detail

Required

Experience working in a dynamic environment with a commitment to meeting deadlines

1-3 years of progressively responsible experience in a similar position

Proven admin or assistant experience

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information

Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally

Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment

A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity

Ability to resolve problems independently and work with a high degree of autonomy and responsibility with attention to detail

High level of proficiency in Microsoft Word, Excel, PowerPoint, and Outlook

Requires a detail oriented, self-starter, who takes initiative, able to prioritize, work independently with limited direction and multi-task in busy environment

Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team

Must demonstrate excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals

DL NUMBER - Driver's License, Valid and in State