Administrative Assistant - Baton Rouge, LA

May 18, 2022

We are looking for a responsible Administrative Assistant to join our Baton Rouge team!

Description

Established over 50 years ago, Grace Hebert Curtis Architects, APAC continues to experience substantial growth in size and reputation. We are regionally recognized firm with multiple locations across Louisiana and Texas. Our framework is built on outstanding reputation and legacy, making us a regional powerhouse with national-level capacity and expertise. We offer in-depth knowledge of a broad range of market sectors including Healthcare, K-12 Education, Justice and Higher Education.

The Administrative Assistant will be the first point of contact for clients and visiting employees. It is vital that they are a strong representative of Grace Hebert Curtis by being friendly and courteous. This position wears many hats and includes but is not limited to the below.

Working Hours:
Monday: 8 am – 5:15 pm
Tuesday: 8 am -5:15 pm
Wednesday: 8 am -5:15 pm
Thursday 8 am -5:15 pm
Friday 8 am -1:15 pm

Required Skills

  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • High School degree
  • Driver’s License

Responsibilities

  • Providing support to our managers and employees
  • Proof reading documents and emails before they are sent out
  • Act as the point of contact for internal and external clients
  • Answers phone calls and directs them to the correct department
  • Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Exhibits polite and professional communication via phone, e-mail, and mail
  • Supports team by performing tasks related to organization and strong communication
  • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques
  • Provides information by answering questions and requests
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
  • Contributes to team effort by accomplishing related results as needed
  • Coordinating all incoming and outgoing mail and packages;
  • Scheduling internal and external meetings in Outlook, Zoom, GoTo or MS Teams
  • Maintaining organization of public spaces;
  • Coordinating materials/product samples and associated literature
  • Coordinating weekly grocery and supply orders
  • Assisting with office service providers and building maintenance
  • Delivering contracts and samples to offices around down
  • Ordering and picking up lunch on Mondays
  • Reconciling office expense report