
Deadline: 18.01.2023
Administrative Assistant/
ZGF
United States
ZGF is seeking an Administrative Assistant to join a dynamic team of administrative professionals in our Washington, D.C. office. We are seeking a driven individual with a proven service background, who is meticulous, a reliable administrative team member and office ambassador possessing excellent communication skills.
As an Administrative Assistant, you will….
- Receive all incoming phone calls, taking thorough messages and/or passing messages to the appropriate staff or team member for handling
- Be responsible for all front desk operations including greeting office visitors, directing them to the meeting room location or applicable staff member
- Be responsible for maintaining public spaces to include reception area, kitchen, conference rooms, copy rooms and inventory closets throughout the office
- Be responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information
- Be responsible for meetings preparation to include coordination of in-house catering for meetings, room set up and break down, where possible
- Be responsible for reprographics orders and outgoing shipments via UPS, FedEx and other vendors
- Be responsible for ordering all office supplies
- Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable
- Be responsible for the proofing, editing, printing and distribution of correspondence; responsible for drafting meeting notes, reports, and presentation materials, as requested
- Must be capable of working collaboratively (and as back-up) with other administrative colleagues. Perform basic project administration and executive assistance tasks as needed
- Must be capable of working independently with a high level of attention to detail
QUALIFICATIONS:
- Minimum of a Bachelor’s Degree preferred
- Experience within the A/C/E industry a plus
- Proficiency in Microsoft Office Suite required
- Proficiency in Adobe Suite preferred; experience in Bluebeam and Deltek Vision a plus
- Excellent organizational skills and attention to detail required
- Excellent interpersonal skills: demonstrated ability to communicate and interact effectively with all levels of personnel
- Ability to balance competing deadlines and priorities effectively and efficiently
- High level of discretion and ability to maintain confidentiality
- A collaborative and team-oriented disposition