Administrative Assistant Job at GHD in City of Syracuse

At GHD, we don’t just believe in the power of commitment, we live and breathe it every day. That’s why we pledge to support and empower all of our people to make a positive impact when working hand in hand with our business to drive change.

We'll help you accelerate your career and empower you with the right technology and training as you bring ideas and projects to life. Together with your colleagues, clients and partners, you'll make an impact that is felt by all.

Job Description

Our office in Syracuse, NY is looking for an Administrative Assistant to join the team and be the welcoming face of the office! As the first point of contact for clients, staff, and vendors, you’ll play a key role in creating a professional and friendly environment.

This multifaceted position includes managing incoming and outgoing mail and courier packages, maintaining both electronic and paper filing systems in line with ISO standards, and ensuring our office supply inventory is always well-stocked. You’ll also be responsible for tracking and documenting field equipment in accordance with company guidelines.

Your attention to detail will shine as you format outgoing documents—memos, letters, reports, and proposals—and handle the final production of reports through collation and binding.

Responsibilities

• Document Preparation: Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Correspondence: Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.
• Business Meetings/Events Arrangement: Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
• Administration: Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.
• Insights and Reporting: Extract and combine data to generate standard reports.
• Data Collection and Analysis: Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Budgeting: Monitor and analyze data using budgeting systems and protocols.
• Work Scheduling and Allocation: Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
• Personal Capability Building: Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Procurement: Support others by carrying out simple procurement tasks. Involves following established procedures.
• Operational Compliance: Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.

Requirements

• High School Diploma or GED with 1-5 years of experience in an office administration
• Proficiency in the MS Office suite
• Excellent interpersonal communication with the ability to present information and respond to inquiries from groups of managers, clients and general public
• Ability to work in a fast-paced environment while balancing multiple tasks, deadlines, and priorities
• Full time in office

Salary range: $21.50-35.50 based on experience

As a multicultural organization, we encourage individual achievement and recognize the strength of a diverse workforce. GHD is an equal opportunity employer. We provide equal employment opportunities to all qualified employees and applicants without regard to race, color, religion, genetic information, national origin, sex (including same sex), sexual orientation, gender identity, pregnancy, childbirth, or related medical conditions, age, disability or handicap, citizenship status, service member status, or any other category protected by federal, state, or local law.