Job Description

Administrative Assistant

Department: Corporate/Administrative

Employment Type: Full Time

Location: Wilmington, NC

Key Responsibilities

• Answer and direct incoming calls and assist staff, clients, and visitors professionally.
• Prepare, edit, and distribute correspondence, work authorizations, subcontracts, and other documents.
• Send documents for execution via DocuSign.
• Coordinate and schedule meetings, reserve conference rooms, and assist with travel arrangements.
• Maintain project transmittal spreadsheets, office records and calendars.
• Process incoming and outgoing mail, UPS shipments, and daily post office deliveries.
• Retrieve, file, copy, scan, assemble, and bind reports and project documents.
• Create and maintain Excel spreadsheets, Word forms, calendars, and filing systems.
• Submit invoices, receipts, timesheets, and other accounting-related documents to Accounting.
• Organize and maintain digital and physical project files, reports, newspapers, and office records.
• Order, organize, and restock office, copier, kitchen, and restroom supplies.
• Perform basic copier/printer maintenance and coordinate service calls when needed.
• Maintain cleanliness and organization of common office areas.
• Coordinate office errands, deliveries, and pickups as requested.
• Create and post office announcements, birthday signs, holiday signage, and staff communications.
• Coordinate staff events, office gatherings, holiday activities, and employee engagement initiatives.
• Manage SCAA/NCAA memberships and related travel arrangements.
• Perform year-end file archiving and annual office organization tasks.
• Create and maintain annual folder structures and ensure completion of compliance-related tasks.
• Provide additional administrative support and assistance to staff and Project Managers as needed.

Skills, Knowledge and Expertise

• 2+ years of related experience preferred
• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Proficiency in Microsoft Office Suite.
• Attention to detail and ability to manage multiple priorities.
• Professional, dependable, and team-oriented attitude.

We Offer

• Excellent compensation package
• Outstanding holiday and paid-time-off programs
• 401(k) Plan and Match
• Career Path Development Program (Management & Technical Career Tracks)
• Mentorship Program
• Tuition Reimbursement
• Competitive health and dental insurance premiums
• Variety of voluntary benefit options
• Short-Term Disability/Long-Term Disability
• Company-furnished life insurance
• Employee Assistant Program (EAP)
• Flexible Spending Account
• and More