What You'll Be Doing

Job Scope: Generally responsible for assisting Executive and Management Leaders with all aspects of administrative and clerical duties. This work will be performed under general supervision.

Primary responsibilities will include but are not limited to:

• Assisting in Deltek Vision Resource Planning and producing reports.
• Managing executive and leader outlook calendars.
• Preparation of proposals.
• Preparation of organizational charts.
• Preparation of correspondence and transmittals.
• Preparation of company mailings and labels.
• Entering and submitting executive and leader expense reports.
• Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.
• Completing clerical and administrative tasks and errands as requested.
• Providing back-up support for front desk reception, incoming phone calls and mail collection and distribution.
• Registering Company teammates for conferences and exhibits and coordinating staffing, assuring that displays, promotional items, and marketing materials are delivered and set up as needed.
• Tracking and obtaining approval for charitable contributions, preparation of check requests and transmittals.
• Obtaining quotes and/or scheduling travel, conference calls and video conferences.
• Meeting scheduling and ensuring proper arrangements are made.
• Preparation and distribution of Resource Leader/Project Manager meeting notes.
• Preparation of presentations and other client related information.
• Posting announcements and other Company related information to appropriate publications and Company intranet.
• Assisting in coordinating company events including holiday gatherings, community involvement, and retreats.
• Execution of special projects.
• Providing scanning, copying, faxing, and filing services for Executive and Management Leaders.
• Maintaining professional appearance of meeting spaces.
• Participation in meetings when necessary and preparation of meeting notes for Leader approval.

Ideal Background

Education: High School Diploma or equivalent is required. Advanced coursework is highly preferred.

Certification: No certification is required for this position.

Experience: This position requires 8 or more years of relevant experience in executive administrative and clerical services in a professional environment. 

• Knowledge and application of company standards.
• Knowledge and application of office administration procedures.
• Proficient in the use of Microsoft Office and other software as needed.
• Extreme attention to detail.
• Excellent proofreading and grammar.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast paced environment with extreme multi-tasking.
• Ability to prioritize effectively.
• Ability to develop reports.
• Ability to maintain effective working relationships with teammates, clients, and vendors.
• Ability to listen and ascertain the needs of teammates and clients
• Ability to find and communicate accurate information concerning Hargrove services and capabilities.
• Ability to work flexible hours as needed.
• Ability to participate in after hours volunteer events as needed.

Physical Requirements

• Ability to sit, stand, or walk for long periods of time.

Who We Are

Hargrove Engineers & Constructors supplies unparalleled services in engineering, procurement, construction management, and technical services in the industrial, commercial, and government sectors. With over 2,000 Teammates across the US, we build long-term support relationships in the energy generation, manufacturing, research and development, and process-heavy industry in on-site support arrangements, in plant-level small projects and consulting roles, and in larger capital projects.

Hargrove’s key operating principle is to provide the Right People, in the Right Place, at the Right Time. We believe that relationships and partnering together provide the best results and long-term benefits for our clients. 

Work-life balance and flexibility is a key focus area for Hargrove. We’re happy to discuss flexible working hours, patterns, and locations to suit you and the business. 

Hargrove Culture

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.

Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.

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