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111 Administrative Assistant Jobs in the USA

Location Dulles, Virginia

Full Time
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University of Maryland Faculty Physicians, Inc.
Administrative Assistant II- Dermatology

Location Baltimore, Maryland

Full Time
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Broadmead Medical Services Inc
Administrative Assistant

Location Frederick, Colorado

Contractor, Full Time
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U.S. Coast Guard Community Service Command
Administrative Assistant PT-6255

Location Kodiak, Alaska

Intern, Full Time, Part Time
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Development Dimensions International
Administrative Assistant

Location Smithtown, New York

Full Time
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Auburn Washburn School District
Administrative Assistant

Location Blue Ash, Ohio

Contractor, Full Time
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Broadmead Medical Services Inc
Administrative Assistant

Location Durango, Colorado

Contractor, Full Time
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Auburn Washburn School District
Marketing Administrative Assistant

Location Tampa, Florida

Full Time
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Location Houston, Texas

Full Time
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Location Boston, Massachusetts

Full Time
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Location Tontitown, Arkansas

Temporary
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Community Options, Inc.
Administrative Assistant

Location Mechanicsburg, Pennsylvania

Contractor, Full Time
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Location Lawrence, Pennsylvania

Contractor, Full Time
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Auburn Washburn School District
Administrative Assistant (Long Island)

Location Uniondale, New York

Full Time
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Broadmead Medical Services Inc
Administrative Assistant

Location Cincinnati, Ohio

Full Time
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Auburn Washburn School District
Clinic Administrative Assistant

Location Jenks, Oklahoma

Full Time
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Location South Bay, Florida

Full Time
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Location Brooklyn, New York

Full Time
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Location Solon, Ohio

Part Time
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Location Easthampton, Massachusetts

Full Time
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Broadmead Medical Services Inc
Administrative Assistant

Location Brooklyn Heights, Ohio

Contractor, Full Time
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Broadmead Medical Services Inc
Administrative Assistant

Location Atlanta, Georgia

Full Time
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EMCOR
EMCOR

Administrative Assistant

location Dulles, Virginia

Job Type Full Time

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Essential Duties and Responsibilities:

The Administrative Assistant in the Special Projects • Service Department supports the Department Manager, Service Superintendents, Dispatcher, Service Estimators, Project Managers and Assistant Project Managers in the department.

  • Answering phones promptly in a professional manner and assisting Project Managers in handling their telephone overflow. This includes coordinating with the Dispatcher when leaving the area to ensure that the phones are covered at all times.
  • Supporting the Dispatcher as needed with customer service calls, calls from the field, and calls regarding deliveries. Also assisting with billings and tracking and filing of service calls.
  • Typing as needed. Most typing will be for the Department and Project Managers.  Typing will include letters, quotes/scopes, memos, minutes of meetings, introduction packages, submittals, O&M manuals, estimating logs, contract forms, manpower and tool lists, and panel schedules.
  • Purchase Order control. Purchase Order numbers are obtained from the Purchasing Department and provided to the field as needed.  The follow-up paperwork is then processed; this includes writing Temporary Purchase Orders, matching the vendors’ packing slips and invoices with the appropriate TPO, logging information into the TPO log, contacting vendors to expedite their paperwork, turning completed TPOs in to Purchasing in a timely manner, and routing invoices in Construction Imaging either to the appropriate PM, or the AP Department.
  • Calendars: Updating/distributing of the departmental calendar and inputting pertinent appointments and entries into the Department Manager’s Lotus Notes calendar.
  • Pulling work order numbers as needed for the Project Managers' field personnel.
  • Recreating forms and documents electronically as needed.
  • Assisting department personnel in expediting paperwork.
  • Creating and tracking IT service requests from department and field personnel.
  • Coordination of annual departmental Foremen’s Meeting.
  • Data Management:
  • Archiving data
  • Scanning of documents and photos, downloading electronic files in various formats

`           both from email and electronic equipment (digital camera, infrared camera, etc.)

  • Creating forms electronically (Microsoft Excel spreadsheets, Microsoft Project schedules, Microsoft PowerPoint presentations, Adobe documents, etc.)
  • Distribution of the Daily Report (notification to the department of absentee personnel

            and reminders of upcoming events)

  • Printing architectural/electrical drawings to local plotter or sending to off-site printing company.
  • Keeping the copier and printers filled with paper and toner and promptly reporting any problems which might arise to IT so they may be resolved. Ordering toner and other necessary supplies for the aforementioned machines through the proper channels.
  • Assisting other departments as needed including occasional switchboard relief.
  • Occasional receiving/logging-in of deliveries, sorting incoming mail, running outgoing mail through the postage meter.
  • Serving as back-up to the Executive Assistant, delegating tasks as necessary to maintain efficiency.

Physical Requirements

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Equal Opportunity Employer Disabled Veteran