Administrative Assistant bei Ware Malcomb

As an Administrative Assistant for our San Diego office, you will play a pivotal role in providing comprehensive administrative support. Responsibilities encompass aiding Office Leaders with their day-to-day tasks, such as scheduling meetings, events, presentations, client interviews, and handling data entry. Additionally, you will contribute to office operations by managing client/visitor interactions, scheduling employment interviews, and ensuring adherence to office policies and protocols.This role provides onsite support Monday through Friday, with working hours from 8:30 AM to 3:00 PM Monday through Thursday, and 8:30 AM to 2:00 PM on Fridays.



Your Role

Ensure general office organization and tidiness, including pantries, conference rooms, and library areas.

Provide general office support, ensuring well-stocked office supplies and overall organization and tidiness for the San Diego office.

Organize lunch meetings, including setup and cleanup.

Familiarize with office systems such as Deltek VantagePoint, Hubspot, etc.

Sort, distribute, and prepare daily incoming and outgoing mail/FedEx.

Serve as a liaison for the office with the building landlord, Reprographics Company, etc.

Organize office events.

Perform light clerical duties such as data entry (entering/scanning contacts), typing, and filing.

Handle printing, copying, and collating documents and large-size drawings.

Assist in marketing functions, including preparing presentations, brochures, marketing collateral, and supplies, managing social media, and other communication tools and initiatives for each office.

Aid in preparing proposals.

Assist in opening project numbers in Deltek Vantagepoint.

Support in generating project reports from Deltek Vantagepoint.

Assist in the intake, filing, and distribution of project-related material submittals in Newforma.

Help with stamping or sealing drawings for the state or city.

Prepare correspondence, such as letters of transmittal, cover letters, etc.

Qualifications

Ability to work under pressure and maintain composure

Ability to handle multiple tasks at one time

Ability to interface courteously and efficiently with staff/visitors

Excellent verbal and written communication skills

Strong computer skills, including Microsoft Office programs and Internet skills 

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