Overview
Administrative Assistant Jobs in Alexandria, VA at HGA
Full Job Description
Overview::
HGA is an award winning architectural, engineering, interior design and planning firm with a full-time opportunity in our Washington, DC office for an Administrative Assistant. This role supports Principals and staff and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will have a strong administrative background or relevant skills to perform duties, excel at time management, attention to detail, follow through, and prioritizing maintaining a positive attitude and anticipating the needs of others. This role also provides a welcoming presence at reception.
In this role you will::
Open and close the office daily and maintains a neat and professional office environment.
Maintain daily communication with team leaders to determine assignments, priorities and seek clarification as necessary.
Take regular inventory and order office supplies and coffee/kitchen supplies as needed.
Answer incoming multi-line telephone calls in a professional manner, determine purpose of call, and transfer call to appropriate personnel or department.
Greet guests in a professional, friendly, hospitable manner, determine nature of business and announce visitors to appropriate personnel; ensure reception area is always warm and welcoming.
Sort all incoming mail and deliveries and route them to the proper recipient. Prepare all outgoing mail and other materials whether via FedEx, US Mail, or courier.
Provide project administrative support to design professionals (memos, meeting minutes, PowerPoints, print orders, and other project deliverables).
Create, format and proofread memos, correspondence, reports, presentations, and other documents as necessary.
Maintain confidentiality and conduct self in a professional manner.
Perform other clerical duties such as filing, photocopying, data entry, proofreading, preparing expense reports, and various other projects as assigned.
Schedules and coordinates Lunch & Learn presentations with outside vendors.
You will need to have::
Associates degree (A. A.) or equivalent from two-year college or technical school preferred; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
3-5 years prior receptionist/switchboard experience preferred.
Must have a working knowledge of Microsoft Office products which includes Microsoft Word, Excel, PowerPoint and Outlook.
Knowledge of customer service principles and practices with ability to deliver excellent customer service.
Solid understanding of basic administrative processes and practices.
Ability to be at work on time and as scheduled, while being flexible in schedule when needed.
Ability to work in a fast-paced, team environment with a variety of personalities and work styles, effectively communicating and interacting with all levels of staff and outside contacts.
Ability to type 50 wpm. (preferred)
Ability to learn specialized computer software programs.
Experience using Adobe Suite (Acrobat Pro, InDesign, Photoshop, Illustrator) preferred; Newforma and Deltek Vision beneficial.
Ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions.
Ability to follow instructions accurately and in a timely manner, organizing and handling details with accuracy, and following assignments through to completion.
Ability to read, write …
Title: Administrative Assistant
Company: HGA
Location: Alexandria, VA
Category:
