Administrative Assistant

Administrative Assistant

At Cumming Gallagher, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, as reflected in our top 10 rankings in ENR. With over 60 offices globally, an extremely diverse project portfolio, and double-digit year-over-year revenue growth, the opportunities to make your mark are limitless!

The Administrative Assistant plays a crucial role in providing comprehensive administrative support services to the office. This position involves a wide range of duties, including but not limited to answering telephone calls, coordinating meetings, word processing, establishing and organizing filing systems, and offering general administrative support to the project team. Additionally, the Administrative Assistant serves as a cultural ambassador, embodying the organization's values and fostering a positive and inclusive work environment. By effectively managing administrative tasks and embodying the organization's values, the Administrative Assistant contributes to a positive and productive work environment, supporting the overall success of the team and the organization.

Essential Duties & Responsibilities

• Administrative Support: Provide efficient administrative support to ensure the smooth operation of the office. This includes managing correspondence, scheduling appointments, and coordinating meetings.
• Guest Relations: Greet and welcome guests, including traveling team members, and direct them to the appropriate person and conference room. Provide assistance and ensure visitors feel welcomed and attended to during their time in the office.
• Meeting Coordination: Draft agendas for meetings, attend sessions, take comprehensive notes, and produce accurate meeting minutes. Ensure that all relevant information and action items are documented and communicated effectively to attendees.
• Party Planning: Organize monthly birthday and anniversary celebrations, life celebrations (marriages, birth of babies, etc.), social hours, Lunch and Learns, and other office events. Coordinate logistics, decorations, catering, and activities to create memorable and engaging experiences for Team Members.
• Document Management: Manage document control systems to organize and track important records, ensuring compliance with company policies and procedures.
• Communication: Serve as the backup point of contact for telephone inquiries, redirecting calls as necessary, and may also handle incoming and outgoing mail, including sorting, distributing, and processing as required.
• Word Processing: Assist in the preparation and formatting of documents, reports, and presentations. Proofread materials for accuracy and completeness.
• Cultural Ambassadorship: Act as a cultural ambassador, embodying the organization's values and promoting a positive work culture. Lead by example in fostering a collaborative, respectful, and inclusive environment.
• Team Support: Provide general administrative support to the project team, including coordinating travel arrangements, managing expense reports, and assisting with project-related tasks as needed.
• Additional Tasks: Performs other duties or responsibilities as assigned.

Knowledge & Skills Required

• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive, Sharepoint)
• Organizational Skills: Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
• Communication: Excellent verbal and written communication skills. Ability to interact professionally with internal and external stakeholders.
• Attention to Detail: Meticulous attention to detail with a focus on accuracy and quality in all tasks.
• Adaptability: Ability to adapt to changing priorities and work effectively in a dynamic environment.
• Cultural Fit: Alignment with the organization's values and commitment to fostering a positive work culture.
• Punctuality: Consistently punctual and reliable, demonstrating the ability to arrive at the office on time each day.

Preferred Education And Experience

• Education: College degree preferred or certification in office administration.
• Experience: Minimum of 2 years of experience in administrative support roles, preferably in a fast-paced office environment. Additional Software Experience in Docusign, Dropbox, Concur, Procore is a plus.

Cumming Group is committed to providing Equal Employment Opportunity in its personnel policies and practices. It is Cumming Group’s policy to recruit, hire, train and promote Team Members and applicants for employment without regard to race, color, creed, religion, age, sex, marital status, registered domestic partner status, genetic information, sexual preference, sexual orientation, gender (including gender expression and gender identity), pregnancy (including childbirth or related medical conditions, including breastfeeding), military service, national origin, ancestry, citizenship, physical disability, mental disability, veteran status or any other protected classification under federal, state, or local law. All such decisions are based on (1) individual merit, qualifications, and competence as they relate to the particular position, and (2) promotion of the principle of equal employment opportunity.

All other terms and conditions of employment, such as compensation, benefits, transfers, layoff, return from layoff, training, education, and social and recreational programs, are administered without regard to the characteristics described above. To this end, Cumming Group complies with all provisions of Title VII of the Civil Rights Act of 1964 as amended, all of the rules, regulations and relevant orders of the Secretary of Labor, and all similar state and local laws.

The salary range for this full-time role is $18.94-$24.01 per hour. Ranges are determined based on the position, geography, client and industry experience and level, and represent a good faith effort to provide a fair and equitable salary. This range reflects base salary only, and not the total compensation package. Cumming Group reserves the right to pay more or less than the posted range, depending on a candidate’s experience, skills, and qualifications, including client requirements.

In addition to base salary, Cumming Group offers a comprehensive benefits package including: Medical, Dental Insurance, Vision Insurance, 401(k), 401(k) Matching, Paid Time Off, Paid Holidays, Short and long-term disability, Employee Assistance Program.

Key skills/competency

• Administrative Support
• Microsoft Office Suite
• Organizational Skills
• Communication Skills
• Attention to Detail
• Meeting Coordination
• Document Management
• Team Support
• Adaptability
• Cultural Fit