Administrative Assistant
Description
ECC is seeking a part-time Administrative Assistant to join us in our office in Honolulu, HI. The position will require working at least 2 days physically in the office (Tuesdays and Thursdays) and preferably one other day in the office; the remaining days can be worked from home. The distribution of the 20 hours per week is negotiable, but at least 4 hours per day when in office. The position has the possibility/option of becoming full-time at some point in the future, but it is not guaranteed. An option to work additional project-related hours may also become available. In this position, you will use your Excel, Word, and Adobe skills to help with document preparation tasks in addition to general office administrative duties and miscellaneous office needs. This role will require you to:
- Regularly use Excel, Word and Adobe. Includes formatting, development of spreadsheets, power points, etc.
- Prepare routine correspondence in an accurate and timely manner using project templates.
- Compile data from multiple sources and synthesize information for document preparation, in particular assembly and bookmarking of Adobe PDF documents
- Manage office and project related invoices, including preparation, tracking, and coordination with internal departments for distribution
- Schedule in person and web based meetings as well as teleconferences as needed.
- Attend meetings and record and distribute meeting minutes.
- Aid in completing progress reports, schedule updates, and other reports in a timely and accurate manner
- Provide support and interface between procurement staff and project for project procurement activities
- Subcontractor outreach for prequalification forms and data
- Collaborate with staff and management in completing various operations related administrative activities
- Manage various documents (correspondence, plans, drawings, reports, logs, certified payrolls), keying in information, updating and revising as directed, distribution, and retention. Will include storing files in accordance with Teams/Sharepoint File Management Policy as well as uploading documents to ECC’s Intranet site.
- Manage incoming and outgoing mail/deliveries
- Complete general front desk and administrative duties: photocopy, filing, maintaining supplies, shredding, archiving
- Serve as a key coordinator of calendar management and assist in organizing work schedules for field staff, key meetings, and follow up on action dues
- Coordinate domestic and international employee travel and living arrangements using sound judgment regarding Company resources, including arrangement of corporate rates with local hotels
- Interface with clients and subcontractors, representing the Company with professionalism and courtesy
- Misc. office needs - i.e. kitchen maintenance, stock snacks, order supplies, etc.
- In addition to the accountabilities above, other responsibilities, tasks, and deliverables may be assigned to the incumbent of this position
Requirements
- Proven ability to work effectively with colleagues in multiple locations both in person and remotely
- Demonstrated success in delivering dependable service to customers
- Skilled in managing large volumes of detailed information accurately
- Adept at responding to critical requests, limited turnaround times, and demanding deadlines
- Intermediate knowledge of grammar, punctuation, and spelling
- Competent in using Microsoft Office products, email systems, and internet (Excel, Word, Adobe, Outlook etc.)
- One year of experience as an Administrative Assistant; preferably with a Government contracting program environment.
- This position requires a High School diploma or equivalent. Equivalent combination of education and experience may be substituted for this requirement.
Preferred Qualifications
- Basic understanding of contract language
- Previous hands-on experience using electronic meeting management software
- Adobe skills in merging, bookmarking and format conversion.
ECC targeted base pay-rate for this position is $25 hourly.
ECC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact TeleSign HR at [email protected]. This email address is reserved solely for job seekers with disabilities requesting accessibility assistance or an accommodation in the job application process. Please do not email about the status of your job application if you do not require accessibility assistance or an accommodation. Messages left for other purposes, such as following up on an application or non-disability related technical issues, will not receive a response.