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Administrative Assistant

Colonna's Shipyard, Inc • Norfolk, VA • 10h ago

Job Description:

Screen and direct telephone calls, visitors, and incoming correspondence to appropriate personnel.

Interface with visitors requesting appointments and asking questions.

Plan for conferences and meetings and assemble established background materials as required.

Identify and escalate workflow issues and provide clerical support on projects.

Provide administrative support to work directors and compile daily reports.

Compose and maintain various @types of correspondence such as phone messages, email, fax, and letters; maintain electronic and hard copy filing system.

Create spreadsheets and manage databases by selecting the guideline or reference that fits the specific case.

Generate technical/non-technical correspondence such as office policies, procedures, and guidance, requests for information, letters of accomplishment, commendation, notification, reports, and presentations as requested.

Establish and/or maintain soft and hard copy of various office documentation, research information, and operate modern office equipment and software.

Generate meeting agendas, coordinate times and locations, and any other logistical and clerical support to schedule meetings.

Attend meetings/proceedings and produce documents.

Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, and other offices.

Research requested administrative issues or problems and relay findings to employees and management.

Review, recommend and establish standard administrative practices and procedures within the department. Ensure the standardization of administrative practices throughout the codes.

Direct, oversee, and maintain department correspondence routing, message, handling, and filing systems; screen correspondence received on controlled routing to ensure proper routing within the department. Distribute correspondence as required.

Consolidate department inputs to create and prepare official correspondence, spreadsheets, reports, agenda items, briefing folders, presentations, charts, etc. for submission in requested format (Word, Excel, Power Point, etc.).

Order materials used per job to keep material stock full.

Ensure Electronic Files for Vessels is accomplished and documented in appropriate location on shared drive.

Maintain and update tracking reports and files. Scan and file as required.

Use standard business knowledge and practices to perform routine administrative duties for the organization, department, etc.

Qualifications:

Must have a HS Diploma or equivalent and at least 2 years of related experience.

Must be proficient in the use of Personal Computers (PCs) and word processing and data entry software, with a strong focus on Excel, Word and PowerPoint.

Must have outstanding organizational skills (time management and follow up).

Must have strong written and verbal communication skills.

Must have the ability to compile and analyze data plus pull reports from various systems with strong attention to detail and accuracy.

Must have the ability to work within a fast paced and highly entrepreneurial organization.

Must have excellent attendance and flexibility with schedule to arrive early/stay late to meet critical deadlines, sometimes with little notice.

Must demonstrate initiative, strong multi-tasking skills, good judgment, sense of urgency and professionalism.

Must be able to work both in a team environment and independently.

Preferred Qualifications:

Experience working in an industrial, shipyard, engineering, or construction environment preferred.

Travel Requirements:

Minimal Travel; 10% or less.

Physical Requirements:

Remaining in a stationary position, often standing, or sitting for prolonged periods.

Must be physically agile to perform tasks in naval ships. Able to work on and climb ladders, work in extreme temperature environments, aboard ships, in shipyards, under industrial conditions and in confined spaces, including enter and moving through manholes.

While performing the duties of this job, you may frequently be required to stand, walk and sit; use hands or fingers; handle or feel; talk and hear.Occasionally required to reach with hands and arms, climb and balance, stoop, squat, kneel, twist and crawl.

Able to sit and work on a computer for long periods of time.

Moving about accomplishing tasks or moving from one worksite to another.

Communicating with others to exchange information.

Light work that includes moving objects up to 20 pounds.

Colonnas Shipyard Inc., and its divisions, are committed to ensuring equal employment opportunities for all job applicants and employees. Employment decisions are based upon job-related reasons regardless of an applicant's race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, marital status, genetic information, protected veteran status, or any other status protected by law.

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