xPL - AS Senior Administrative Assist - Office

Division: xPL Offsite

Project Location(s): Decatur, AL 35602 USA

Minimum Years Experience:

Travel Involved:

Job Type: Regular

Job Classification: Experienced

Education:

Job Family: Administrative Support

Compensation: Salaried Exempt

Position Description: Lead for overall office administrative functions of local business unit and work closely with department managers and provide support to office staff. Manage Administrative Services team members.

Essential Duties & Key Responsibilities:

• Provide exceptional customer service and positive interactions while serving as senior administrative contact for office administrative team and serve as liaison for Business Unit (BU) Department Managers and office staff.
• Partner with Department Managers, Construction/Project Executives, and other senior leadership to facilitate daily work activities and manage commitments.
• Manage requests for office administrative support and delegate as appropriate to Administrative Services (AS) team members. Balance workload and prioritize concurrent tasks and activities for AS staff and self.
• Manage and coordinate AS team and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
• Execute administrative plans in support of BU policies, programs, operations, and financial matters.
• Manage records retention process and retrieval systems for BU (physical and digital); provide historical reports and references, as requested.
• Team with Office Manager to coordinate and plan office moves.
• Proofread written correspondence, memos, emails, presentations, and other documents, as requested.
• Lead local office AS team to plan and organize BU events and manage event budget.
• Maintain Notary Public commission and provide advice on use of corporate seal.
• Manage and provide orientation and plan and implement safety-training needs for AS team members.
• Establish Standard Operating Procedures (SOP) for AS staff roles. Explore and drive innovative ideas to improve systems, processes, and service quality.
• Foster inclusive work environment and oversee appropriate work-life balance for AS team members.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DEI) across company.
• Lead and develop direct reports to ensure strength in key areas of administrative expertise. Foster teamwork, open communication, share best practices, and collaborate with others.
• Deliver timely performance feedback for direct reports, execute/contribute to performance appraisals during annual performance cycle, utilize talent management system, and identify appropriate training for development needs.
• Serve as Development Partner (DP) for employees within job family.
• Other activities, duties, and responsibilities as assigned.
  
  
  

Qualifications:

• College degree from accredited degree program and/or professional administrative certification, with minimum 6 years of relevant administrative services experience required, in lieu of degree/certification, High School Diploma or GED and minimum 10 years of related administrative service experience, or equivalent combination of education, experience, and/or training
• Supervisory/management experience, desired
• Project management skills to manage multiple assignments with competing and demanding time frames
• Effective active listening skills and follow up on commitments and deadlines
• High degree of organization, attention to detail and accuracy
• High standards of accountability and integrity, exercise discretion, and maintain confidential information
• Good judgment to solve problems and prioritize responsibilities for self and team
• Approachable, proactive, positive, and professional
• Excellent relationship-building skills with management and with all levels within organization, engage professionally with teams, vendors, and others
• Professional verbal communication, business writing, and proofreading skills
• Event and meeting planning skills
• Commissioned Notary Public, desired
• Proficient computer and database skills, Microsoft Office suite of applications, and collaboration tools
  
  
  

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is occasionally required to be mobile, and the employee occasionally travels both short and long distances via a variety of conveyances. The employee occasionally performs work on-site at construction work sites, office locations, and/or off-site venues. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works in an office setting. The noise in the work environment is usually quiet to moderate in an office setting. While performing the duties of this job, the employee may occasionally work at construction work sites where the employee is exposed to moving mechanical parts, high precarious places, fumes, or airborne particles, outside weather conditions, and risk of electrical shock. The noise in the work environment is usually moderate to loud. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.   

Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law.