Construction Field Office Administrative Assistant (MVT)

Job Description:
The Site Administrative Assistant will be diligent and thoughtful in supporting colleagues across multiple activities on site:
Act with personal accountability driving projects and tasks through to completion including assisting with PowerPoint presentations, site communications, maintenance of internal websites and SharePoint sites.
Proactively provide organizational and administrative assistance to the Construction Director and Deputy Construction Director while acting as the site point of contact and providing support for site employees and contractors.
Working cross functionally with the Senior Administrative Assistant to support projects, activities, and tasks as required.

Job Duties:
Support team projects and activities for the construction site, update and maintain construction organization charts and site email distribution lists.
Document management: maintain and organize department and leadership files in Sharepoint.
Assist with conference room booking requests on site.
Calendar and meeting management: Prioritize and schedule meetings, coordinate meeting agendas, minutes and action items often partnering with team members to follow through on action items.
Travel management: expense reporting, travel arrangements including visa and passport application processing for the construction leadership.
Event planning in tandem with the Senior Administrative Assistant.
Visitor registration, mandatory reporting, and general office management.

Minimum Qualifications:
High School Diploma required with 5-7 years of experience in supporting senior level roles.
Proactive, flexible with unexpected and sometimes complicated changes. Ability to balance priorities and work independently to meet deadlines. Experience working with confidential and sensitive material with integrity and highest ethical standards.
Ability to manage construction leadership calendars and prioritize activities, ideally with prior experience in communicating with other senior leadership and their support staff.
Intuitive and resourceful, anticipate needs and develop solutions.
Strong communication skills to act as an ambassador on behalf of the construction site and the organization.
Having knowledge of construction and familiarity with construction sites are assets.
Proficiency in Microsoft tools (Outlook, Word, Excel, PowerPoint, Teams, Visio) to build correspondences, presentations, agendas, reports, and update SharePoint sites.
A strong focus on safety and dedication to the principles of *** Basic Safety Program.