Administrative Assistant Job at The Hanover Company
Hanover is looking for an experienced individual to fill an Administrative Assistant position that will report to the company’s Construction President. You will enhance the executive’s effectiveness by providing support, managing the calendar, coordinating meetings, and organizing events.
This position requires the individual to work 100% in the Houston Corporate Office and be available, as necessary, for off-hour emergencies. The successful incumbent is sharp, meticulous, detail-oriented, and most importantly, concerned with assisting the President of Construction in whatever way possible.
Responsibilities Include:
- Manage calendar(s) and schedule meetings both in-person and virtually.
- Manage travel logistics for President, including booking travel, ensuring timely check-in for flights, coordinating reward point programs, assistance with special travel requests, etc.
- Coordinate meetings, logistics and facility needs (e.g., catering, hotel rooms, meeting space).
- Answer, screen, and forward telephone calls / messages, determining priorities.
- Prepare, compose and/or revise documents, correspondence, agendas, meeting minutes and presentations as needed; post documents on the company intranet.
- Complete expense reports via Concur reporting tool; track invoices; reconcile credit card statements.
- Assist with division events and team meetings to include assembling presentation materials, ordering gifts, coordinating logistics, managing travel, etc.
- Assist with division college recruiting efforts (i.e., organizing career fair attendance and ordering recruiting materials)
- Manage electronic and paper filing systems.
- Summarize legal department requests from document review into email format for review and response by the President.
- Handle all IT requests and confirm satisfactory resolution.
- Prepare and distribute permit trend and construction employment graphs/tables monthly.
- Distribute forecasted billing versus actual billing tables to each Division Vice President monthly (cc President).
- Occasionally, make personal appointments, reservations or run errands for the President.
Knowledge, Skills and Abilities
- 5+ years of solid experience as an Administrative Assistant preferably reporting directly to senior management
- Experience working in a formal corporate atmosphere
- Strong Microsoft Office Skills, with an ability to become familiar with firm-specific programs and software; MSTEAMS
- Proficiency in collaboration and delegation of duties
- Ability to take initiative and think independently
- Strong organizational skills and the ability to multi-task with limited supervision while adhering to deadlines and maintaining accuracy
- Must demonstrate high level of energy and commitment to work in a fast-paced, dynamic, and collaborative environment
- Solid written communication skills
- Friendly and professional demeanor
- Exercise discretion and confidentiality with sensitive information
- Exceptional interpersonal and communication skills
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