What are the responsibilities and job description for the Administrative Assistant position at O'Donnell & Naccarato?
O’Donnell & Naccarato, one of the largest employee-owned structural engineering firms, is looking for an eager and hard-working Administrative Assistant to join our team in the Philadelphia, PA Headquarters. Administrative Assistants at O&N provide support to our managers and employees assisting in daily office needs and managing our company’s general administrative duties. The ideal candidate will be a proactive self-starter who can easily adapt to a changing environment and is willing to learn our business. This position is on site with hybrid option.
Responsibilities
- Draft correspondence and other formal documents
- Organize and maintain accurate records, including timely follow-up and filing.
- Plan and schedule appointments, sponsorships, events and travel.
- Greet and assist onsite guests
- Answer and direct inbound telephone calls
- Arrange for outgoing deliveries
- Order and maintain office supplies and research deals and suppliers
- Participate in the maintenance of databases
- Coordinate catering for meetings
- Enter, update, and maintain accurate data in company databases and internal systems
- Perform regular data checks to ensure accuracy, completeness, and consistency of information
- Assist in generating simple reports and pulling data as needed by management
Qualifications
- Ability to prioritize and multitask
- Excellent written and verbal communication skills
- Strong attention to detail and accuracy
- Strong organizational skills
- Proficient in MS Office (Excel, Outlook, Word)
- Strong communicator with great interpersonal skills
- Experience with data entry, maintaining databases, and ensuring data integrity preferred
- Comfort with learning new software systems, CRM tools, or internal data platforms
- Previous five years’ experience in office administration and other related fields preferred
- Driver’s License preferred
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
About O'Donnell & Naccarato:
O&N is a fast-growing national consulting engineering company providing structural and restoration services. Our employees are self-motivated professionals who work well in a team environment on both large and small projects throughout the United States. Our firm was established in 1981, and currently has over 95 employees spread across 10 offices.
Company Culture:
We take pride in our close-knit culture. Our Employee Owners (ESOP) are talented individuals from various backgrounds with wide ranging skills. O’Donnell & Naccarato is an Equal Opportunity Employer and has been recognized as the 5th Best Structural Engineering Firm to Work For in North America by Zweig Group.
Benefits:
O’Donnell & Naccarato offers a comprehensive benefits package with competitive salaries, health/dental/vision/disability/life insurance, employee stock ownership plan, 401K plan, PTO, hybrid/in-office work options, year-round flexible schedule with half-day Fridays, etc.