Administrative Assistant

Administrative Assistant

North Canton, OH

The following is a list of typical duties required of the Administrative Assistant position for the North Canton Office. These are typical duties and may be reduced, expanded or modified at any time.

Secretarial Duties
• Answer phones 8:00 AM – 5:00 PM). May have slightly extended hours in the summer construction season, such as a 7:30 AM starting time
• Greet clients and provide positive initial front office contact (offer refreshments, coffee, water, etc.)
• Be innovative with getting client problems resolved and answers to their questions
• Open/route/distribute mail daily – flag confidential mail to execs – maintain postage meter
• Handle all outgoing mail, UPS, Express, etc. to make sure all deliveries are efficiently handled in a timely manner
• Coordinate, review and finalize (QC) all outgoing letters from staff, LOTs, etc. (Microsoft Word)
• Miscellaneous errands to various places, proposal delivery, plan pick-ups and drop offs. Must have a valid driver’s license and personal vehicle (if a MSG vehicle is not available)
• General filing (includes set up and maintenance of electronic and paper filing systems)
• Pull files for meetings and assist staff with meeting coordination
• Maintain vacation calendar (office wide) and flag critical dates and deadlines for staff
• Order supplies when needed (office supplies, kitchen supplies, cleaning, etc.)
• General maintenance coordination for office equipment and scheduling of service calls
• Be fluent with Microsoft Word, Excel, and Outlook

Administrative Assistant
• Provide assistance with new employee orientation
• Register staff for upcoming seminars including conferences/hotel reservations, place on calendars for attendees
• Coordinate under the direction of the PM’s, Office Manager and Vice President(s) the scheduling of conferences, meetings, MSG led seminars, webinars, etc. May include readying all required supplies, materials, deliverables, and hand-outs.
• Keep reference documents updated (employee handbooks, original forms binder, etc)
• Confidential assistant to senior execs and corporate officers

Accounting Duties
• Become fluent in Deltek software
• Run Deltek reports as directed by execs and PMs
• Accounts Payable/Receivable
• Through coordination with PICs and PMs, develop Project Initiation Forms (PIF) Sheets and Changes to PIFs (Project Change Orders)
• Report reconciliation
• End of Month Financial Reconciliation (petty cash & check book)

• Make coffee, if requested
• Check cleanliness of office, conference rooms and kitchen on consistent basis, which may include wiping up tables, putting away dishes, and coordination with cleaning service
• Assist with daily documentation and reconciliation of meeting dates and times for Sr. VP

General Qualifications
• Pleasing personality with an intense desire to create a positive and lasting business relationship with MSG potential, new and existing clients
• Well dressed and well-groomed to meet and greet clients
• Good attitude and good communicator
• Ability to multi-task and place priority on items that come in
• Work with multiple personnel simultaneously
• Able to confidentially handle and maintain business documents, personnel information, and sensitive corporate information
• Able to stay calm, well organized and composed during demanding and stressful situations

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status or disability.

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Why Work Here?

Talented and dedicated professionals combined with the comprehensive services they provide are the foundational culture of MSG. Opportunity, development and growth are encouraged and cultivated along with honesty, integrity and professionalism in our thoughts and actions. Achievement of success through working smarter, technical skill and creative spirit.

  • Culture
  • Benefits
  • Community Engagement
  • Diversity Inclusion
  • Awards & Recognition
  • Catalytic Coaching
  • Wellness