Administrative Assistant

Job Description
Administrative Assistant

Overview:

The GBS Group, an engineering services and consulting firm, is seeking an Administrative Assistant to support our growing Federal Services Division in Philadelphia, PA.

Responsibilities are detailed below:

• Greet employees with a positive and welcoming attitude by name. Answering phones, taking messages, and transferring calls.
• Scheduling meetings, appointments, and travel arrangements.

• Managing calendars and updating event schedules.
• Drafting and editing letters, reports, memos, and emails.
• Handling incoming and outgoing mail, packages and faxes.
• Organization and Record Keeping: Organizing and storing information in both paper and digital formats. Preparing and organizing documents.
• General Office Support: Arranging staff meetings. Ordering office supplies. Greeting visitors. Performing basic bookkeeping tasks.
• Running errands.
• Coordinating office maintenance with landlord and/or service companies.

• Provide oversight of the office cleaning service company to ensure our contracted services for cleaning are being provided pointing out additional special cleaning items; maintain general cleanliness of the office.
• Provide Executive Assistant support to the Executive Management team as requested to include monitoring calendars, booking conference rooms, small projects, special supplies, etc.
• Coordinate catering and office events/meetings/parties.
• Coordinate with the HR Team and Hiring Manager to prepare for incoming new hires

• Coordinate with Virginia Beach travel coordinator to assist employees with company travel requirements
• Coordinate customer reports
• Collect and update resumes
• Provide support with procurement and tracking
• Monitor and maintain personnel lists for the Federal division
• Overall Federal employee support coordinator

Qualifications:

Candidates must possess the following qualifications:

• Must be proficient in using all Office Suite software applications to include Word, Excel, PowerPoint

EEO Statement

The GBS Group is an equal-opportunity employer. Employment decisions will be based on legitimate, nondiscriminatory business reasons, including merit, qualification, experience, and abilities. Our employment policies will not be influenced or affected by an applicant's or employee's race, color, religion, sex/gender, sexual orientation, gender identity or expression, transgender status, national origin, age, disability, marital or familial status, pregnancy, military/veteran status, genetic information, or any other characteristic protected by law. This policy governs all aspects of the employment relationship, including but not limited to selection, job assignment, compensation, discipline, promotion, termination, and access to benefits and training. Any employee who feels that he or she is or has been the victim of illegal discrimination or violation of this policy should immediately notify the Chief Administrative Officer or Human Resources. Employees may file a legitimate or good faith discrimination complaint without being subject to reprisal.