Administrative Assistant

Located in Horseheads, NY

Salary: $47,500 - $52,000 annually

Administrative Assistant 

Job Summary

We are seeking a highly organized and proactive Administrative Assistant to support multiple project teams in a fast-paced, deadline-driven environment. This role is responsible for coordinating project activities, preparing technical and administrative documentation, tracking project milestones, and ensuring deliverables are completed accurately and on time.

The ideal candidate is detail-oriented, adaptable, and able to manage multiple priorities while maintaining a high level of professionalism and organization.

Responsibilities

Project Coordination

• Coordinate project setup and administrative activities using internal systems.
• Assist with project correspondence, document preparation, and report updates.
• Maintain organized project files and documentation throughout the project lifecycle.
• Track project deadlines and follow up with team members to ensure timely completion of deliverables.
• Support multiple projects simultaneously while adapting to changing priorities.

Documentation & Quality Control

• Prepare, edit, and format reports, proposals, contracts, and other project documentation.
• Review documents for accuracy, consistency, and compliance with project requirements.
• Proofread documents and ensure formatting meets established standards.
• Maintain document version control and organized electronic filing systems.

Team & Client Support

• Provide administrative support to multiple departments and project teams.
• Coordinate communication between internal teams, clients, and external partners.
• Schedule meetings, prepare meeting materials, record meeting notes, and distribute follow-up items.
• Respond to time-sensitive requests and assist with special projects as needed.

Organization & Process Management

• Monitor project schedules and assist with workflow coordination.
• Support process improvements that increase efficiency and organization.
• Learn and utilize new software systems and internal processes.
• Maintain confidentiality while handling sensitive project information.

Qualifications

• Minimum of 3 years of administrative, project coordination, or related experience.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Exceptional organizational skills and attention to detail.
• Advanced proficiency with Microsoft Word and Excel.
• Excellent written and verbal communication skills.
• Strong proofreading, editing, and quality control abilities.
• Ability to work independently with minimal supervision.
• Strong time management and problem-solving skills.
• Professional demeanor with excellent interpersonal skills.
• Ability to quickly learn new software applications and business processes.

Preferred Qualifications

• Experience supporting engineering, construction, architecture, or professional services projects.
• Familiarity with contract administration or technical documentation.
• Experience coordinating proposal, bid, or funding submissions.
• Experience with project management or document management software.

Schedule

Job Type: Full-Time

 

Equal Opportunity Employer Statement:

Express Employment Professionals is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender inequality or expression, pregnancy, age, national origin, ancestry, disability, genetic information, marital status, amnesty, veteran status, or any other protected characteristic under applicable law. All employment decisions are based on qualifications, merit, and business needs.

 

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