Administrative Assistant

Wallace Montgomery · Hunt Valley, MD, Baltimore County, MD; Maryland, United States

Wallace Montgomery (WM) is actively seeking an Administrative Assistant for immediate employment in our Hunt Valley, MD office to support our growing firm. The qualified candidate will possess a minimum of five (5) years of administrative experience. A knowledge of the A/E industry is strongly preferred as this position will be primarily supporting our Construction Management department.

Essential Functions:

• Answers telephones. Takes messages. Uses own judgment if it is necessary to contact the Partner or Associate when they are away from the office. He or she always knows where to contact them.
• Opens Partner or Associate mail. Using own judgment, prepares answers to correspondence and gets signature of Partner or Associate prior to mailing responses.
• Assists in the process of putting together a proposal.
• Prepares letters and other written messages for Partner or Associate’s signature.
• Maintains confidential files for Partner or Associates.
• Keeps Partner and Associate’s calendars. Informs them of appointments and meetings.
• Sorts mail, maintains correspondence and contract files.
• Keeps private matters confidential
• Creates folders for the setup and maintenance of project job files.
• Maintains office supplies for department.
• Performs tracking function for EWO’s and project proposals.
• Provides a source for backup to the Receptionist on an as need basis.
• Other duties as assigned.

Qualifications

Qualifications:

• BA or BS in Business Administration or related discipline preferred, or equivalent work experience.
• Proficiency in MS 365/Office (Word, Excel, PowerPoint) required.
• Deltek Vision experience is preferred.
• Strong organizational and time management skills.
• The ability to meet demanding deadlines.
• The ability to be flexible in responsibilities, follow standards, and pivot day to day as needed to meet shifting needs.
• Tact and diplomacy for frequently speaking with clients.