Vertical Administrative Assistant

Vertical Administrative Assistant

The Vertical Administrative Assistant provides essential administrative support to the vertical leadership and operation teams. This role serves as a gatekeeper for operational needs, encompassing scheduling, managing communications, maintaining records, providing financial support, and offering overall administrative support. This position requires interacting with diverse internal and external business partners to ensure smooth operations and effective communication within the operational vertical.

Responsibilities of this position include, but are not limited to, the following :

• Assist vertical leadership with daily administrative tasks, including scheduling meetings, preparing reports, and managing correspondence.
• Coordinate and maintain calendars, ensuring meetings and deadlines are managed effectively.
• Prepare and distribute internal communications, reports, and documentation as needed.
• Organize and maintain digital and physical filing systems for project records, contracts, and other critical documents.
• Assist in compiling vertical leadership KPIs and track them monthly.
• Support vertical directors and project managers by tracking deadlines, assisting with document preparation and control, and ensuring timely submissions.
• Assist in compiling change orders, submittals, daily reports, three-week look-ahead reports, OPD processing, project surveys, project closeouts, etc.
• Monitor project schedules and provide updates to leadership teams, including field teams.
• Collaborate with internal departments to facilitate project workflow and ensure compliance with standard operating procedures.
• Assist with employee time tracking and payroll preparation.
• Ensure that timesheets are submitted accurately and on time.
• Helped maintain employee records and assist with payroll-related tasks.
• Maintain and organize safety and compliance documentation for projects.
• Ensure all required paperwork is completed and up to date per safety standards and regulations.
• Assist in scheduling safety training and meetings for staff and contractors.
• Support leadership with special projects related to operational needs, improvements, process development, and company initiatives.
• Research and complete data for presentations, reports, and strategic planning efforts.
• Assist and coordinate with cross-functional teams to drive project milestones and deliverables.

Other duties as assigned.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

This position directly supervises employees and carries out supervisory responsibilities per the organization's policies, procedures, and applicable laws.

Required education and experience :

Preferred education and experience :

Personal attributes | skills :

Work environment :

Physical demands :

Schedule and required travel :

EOE / APP / Drug-Free Workplace