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Administrative Assistant

Administrative Assistant

GlocommsPleasant Prairie, WI, United States
2 days ago
Job type
  • Full-time
Job description

Key Responsibilities

Executive Support

  • Manage the Project Executive’s calendar, schedule meetings, and coordinate travel arrangements and expense reports.
  • Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
  • Provide discreet and proactive support to ensure critical tasks and commitments are met.

Event & Meeting Coordination

  • Assist in planning and executing internal events such as town halls and VIP visits, in collaboration with Senior Executive Assistants and partner organizations.
  • Organize logistics for project-related meetings and site visits, including invitations, materials, and follow-ups.

    • Document & Records Management

  • Maintain organized electronic and physical records, including contracts, drawings, reports, correspondence, and other project documentation.
  • Ensure compliance with company policies and audit requirements.

    • Communication & Stakeholder Engagement

  • Act as a key point of contact for internal and external stakeholders.
  • Draft, review, and distribute professional communications including emails, memos, and reports.

    • Reporting & Documentation

  • Support the preparation, proofreading, and revision of project status reports, progress updates, and presentations.
  • Track project deliverables and milestones, assisting with documentation and submission processes.

    • General Administrative Support

  • Manage office supplies and equipment needs.
  • Support onboarding and offboarding activities for internal and external team members.
  • Perform other administrative tasks to ensure smooth project delivery.

    • Qualifications

  • Minimum 4 years of experience in an administrative role, ideally within construction or engineering environments.
  • Proficient in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Visio) and document management systems, with a focus on productivity tools.
  • Formal education in Communications or relevant training preferred.
  • Strong organizational, communication, and time-management skills.
  • Ability to structure and optimize the Project Executive’s calendar and workflow, including recommending task delegation when appropriate.
  • High level of discretion and confidentiality in handling sensitive information.
  • Situational awareness and ability to anticipate needs and manage expectations.
  • Detail-oriented with excellent task prioritization skills.
  • Familiarity with construction terminology and large-scale project delivery processes is a plus.

    • Scope of Work

  • Provide daily administrative support to the Project Executive to ensure efficient office and project operations.
  • Maintain accurate and compliant project records.
  • Facilitate communication among project stakeholders, including contractors, consultants, utility companies, and regulatory authorities.
  • Monitor project milestones and assist with documentation and reporting.
  • Coordinate logistics for meetings, site visits, and special events.
  • Perform additional administrative duties to support successful project execution.
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    Administrative Assistant • Pleasant Prairie, WI, United States

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