ABOUT MIDTOWN ALLIANCE:

Midtown Alliance is an organization in the heart of Midtown Atlanta that works with business and civic leaders to advance economic development by creating an exceptional urban experience. This position represents a unique opportunity to join a dynamic and highly respected organization whose work has led to the growth of one of the most vibrant and successful districts in Atlanta. We imagine and build the kind of place where people and businesses thrive – a dense district that is at once welcoming and memorable, with unparalleled walkability, tree-lined streets and robust transportation options. With world-class arts and culture, parks and a flourishing restaurant scene, Midtown is a magnet for talent and innovation and welcoming to all. Please visit MidtownATL.com to learn more.

THE POSITION

Midtown Alliance seeks a part-time Administrative Assistant (approx. 20 hours per week) to support our design and construction projects within the Capitol Projects Department. The position will report to the Director of Capital Projects and work closely with the Administrative Director. Additional hours may be available to support administrative needs in other departments at the organization.

You are a great fit for this role if:

1) You have previous administrative experience in a corporate/professional setting, preferably in the construction industry.

2) You enjoy managing details, handling logistics, and have a knack for remembering the small particulars of a project or recurring tasks.

3) You’re highly organized, proactive, and resourceful.

RESPONSIBILITIES AND TASKS:

- Manage project document controls including digital filing, archiving, and supporting project audits.

- Compile financial reimbursement requests for construction projects for submitting to external agencies (of which the supporting materials have been generated by various staff or external partners): review against internal checklists for accuracy and completeness, obtain manager or director approval and submit packages for payment.

- Support monthly invoicing activities.

- Assist in producing project manuals and status reports for web or print (editing, copying, printing, binding, compiling, filing and/or scanning documents).

- Assist with generating cover letters, transmittals, forms, progress reports and other project documents.

- Support meeting logistics including:

o Liaising with external and internal stakeholders

o Managing and coordinating schedules and calendar invitations

o Compiling and distributing meeting agendas, minutes and miscellaneous other documents.

o Reserving meeting room space, overseeing set-up, AV, printing, name badges, and catering.

- Answering and directing emails and phone calls in support of the project team.

-Coordinate print and delivery needs for plans and other project documents; schedule couriers and oversee department mailing.

- Other administrative tasks as assigned.

QUALIFICATIONS

- Must embrace the mission of Midtown Alliance and take pride in the work we are doing to make a positive impact on our city and region.

- 3 years in a corporate/professional environment in an administrative role OR 18 months serving in an administrative role within the construction, engineering or planning industry where you were responsible for the tasks outlined above.

- Excellent verbal and written communication skills (writing, editing, comfortable taking phone calls)

- Strong proficiency in Adobe Acrobat and MS Office Suite, including Excel, Word, and Outlook.

- Highly organized self-starter who can independently move projects forward, prioritize tasks, problem solve, meet deadlines, and manage multiple tasks at once.

- Nimble, deadline-driven, dependable and resourceful individual who has a commitment to quality.

- Additional preferred qualifications, but not requirements:

o Contract management experience

o Billing and invoicing experience

o Notary public in Georgia

o Construction field experience

o Experience with project management software such as Monday.com, Asana, Microsoft Project, P6, Procore or equivalent.

COMPENSATION

The hourly rate for this part-time position is $20-$26 and is commensurate with experience.

TO APPLY:

Interested and qualified candidates should follow these steps, compiling all items into one pdf file:

1. Submit a cover letter that shares the type of work you’ve done, projects you’ve supported, and why you are a good fit for the role. Please reference the above position description as you consider what information to share with us.

2. Submit an examples of your work. This can be a professional memo, meeting minutes, transmittal letter, etc. that you’ve written in the workplace.

3. Submit your resume.

4. Email all of these materials as an attachment (one pdf file) with the subject line "Admin Assistant - YOUR NAME" to Apply@MidtownATL.com.

No phone calls please.

Job Types: Full-time, Part-time

Pay: $20.00 - $26.00 per hour

Expected hours: 20 – 30 per week

Schedule:

• Monday to Friday

Work Location: In person