Administrative Assistant Job at Morgan Construction Management in Philadelphia

Firm Overview

Morgan Construction Management (MCM) provides exceptional construction project management services to our clients in various markets that comprise of government, transportation, educational and religious institutions, housing and commercial. Since 2011, MCM serves its clients in the private and public sectors. MCM manages all phases of projects from programming to implementation and from pre-construction to post construction.

Job Summary

MCM is seeking a skilled and detail-oriented Administrative Assistant to join our team at our Philadelphia office. The ideal candidate will provide high-level administrative support to the President and ensures the efficient operation of the office. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Administrative Assistant will act as a liaison between the President and staff, clients, and stakeholders.

Responsibilities will include the following:

• Manage and maintain President's schedules, including appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Organize and maintain files, records, and databases.
• Schedule and coordinate meetings, conferences, and events, ensuring all logistics are handled.
• Prepare agendas and materials for meetings, and take minutes as required.
• Follow up on action items and ensure timely communication of decisions.
• Serve as the primary point of contact for internal and external communications on behalf of the President.
• Screen and prioritize incoming calls, emails, and other communications.
• Draft and send communications on behalf of the President when necessary.
• Assist in managing special projects and initiatives as directed by the President.
• Track project timelines and deliverables.
• Ensure the office is organized and well-maintained.
• Create memos, letters, reports and distribute as needed
• Manage office supplies and equipment, coordinating with vendors as necessary.
• Communicates on behalf of the President and serves as a gatekeeper.
• Support the onboarding of new employees and assist with training as needed.
• Maintain and handle confident sensitive information with discretion and maintain confidentiality at all times.
• Uphold the integrity of the President's office and represent the President positively.
• Prepare and process bi-weekly payrolls for all employees, including calculating hours worked, overtime, bonuses, and deductions.
• Ensure timely and accurate payroll processing to meet established deadlines.
• Review and verify timekeeping records and resolve any discrepancies.
• Process and submit invoices to clients. 

Requirements

• Bachelor’s degree in business administration, communications, or a related field preferred.
• Minimum 3 years of experience as an Administrative Assistant.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Proficient in ADP and Quickbooks.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Ability to work independently and as part of a team.
• High level of professionalism and strong interpersonal skills.
• Problem-solving skills and the ability to handle unexpected situations.

Why Join Us?

At Morgan Construction Management, we value our employees and provide opportunities for professional growth and development. We offer a competitive salary, comprehensive benefits package, and a supportive work environment. Join our team and contribute to exciting projects that shape the built environment! 

Morgan Construction Management is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Experience

A minimum of 3 years 

Work Location: In person