POSITION SCOPE AND ORGANIZATIONAL IMPACT

Moss’ Administrative Assistant (AA) will provide comprehensive support to the Construction Management (CM) Safety Team throughout the United States and Hawaii.

The AA will enhance the CM Safety Leader’s effectiveness by providing support, representing the Safety Leaders to others, and supporting the preparation of meetings, presentations, and overall organization.

In addition, this position will work collaboratively with the Executive Assistant to the Senior Vice President of Environment, Health, Safety & Security and support CM Safety leaders throughout each Region.

This position works at developing and maintaining detailed and procedural processes that improve accuracy, efficiency and achieves organizational objective for the team.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Support the Construction Management (CM) Safety Team Directors and Regional Safety Managers
• Provide administrative support to CM Safety Team members as needed
• Maintains and manages the CM Safety Leaders calendar schedule by planning and scheduling appointments, meetings, conferences, teleconferences, events and travel
• Serve as the CM Safety department liaison for field requests that may arise in-person, by phone, or electronically, including the marketing helpdesk;

provide timely responses to the requestor and ensure requests are assigned and fulfilled

• Serve as the CM Safety department’s office manager, maintaining supplies and coordinating physical maintenance
• Coordinate CM Safety department meetings and provide support to other corporate events as needed
• Manage catering needs
• Process department timesheets and expense reports
• Maintain files, Intelex / Procore reports and inspection records
• Send and receive mail, documents, and packages
• Responsible for setting up internal and external staff and client meetings and preparation of agendas and materials
• Attending staff meetings and documenting meeting minutes and following up on actions items, holding members accountable for status updates prior to next meeting
• Partner with Recruiters to coordinate appointments / calls, interviews for open requisitions
• Answer all phone inquiries and emails sent to the main office, maintain the safety hotline for incoming messages.
• Demonstrates ability to work in a fast-paced environment
• Demonstrates a positive and high-energy attitude
• Provide receptionist relief and additional support to other administrative / executive assistants as needed
• Must be able to lift up to 20 pounds at times
• Perform other related duties as assigned

EDUCATION AND WORK EXPERIENCE

Bachelor's degree (B.A.) from a four-year college or university; or three-five years related experience and / or training;

or equivalent combination of education and experience

• Expert in Microsoft Word, Excel, PowerPoint, Outlook
• Proficient in Adobe
• Familiarity with SharePoint and other Microsoft 365 applications is a plus
• Ability to collaborate and communicate well with all team members including field staff and upper management
• Exhibits polite and professional communication via phone, e-mail, and mail
• Must be detail-oriented with excellent organizational, writing and editing skills
• Ability to multi-task under strict deadlines
• Strong teamwork skills : ability to work within a collaborative environment
• Excellent verbal and written communication skills
• Possess an entrepreneurial spirit and ability to think out of the box
• Honor relationships with the team, clients, vendors

Last updated : 2024-04-29