Administrative Assistant

Overview

ABOUT CITADEL CPM Citadel CPM is a California corporation, headquartered in Pasadena with offices in Fullerton, Long Beach, Riverside, and Sacramento, as well as Phoenix, Arizona. Citadel was established in 2006 to provide professional construction project management services to Federal, State, and municipal agencies in the justice, corrections, education, healthcare, infrastructure, and military market sectors.

Our team is dedicated to making our clients' vision a reality while delivering on their budget, schedule, scope, and quality expectations. Our team is committed to resolving issues in a professional and collaborative manner with integrity always foremost in mind. We are proud to know that Citadel is regarded as a team of reputable professionals that clients seek out to help them manage their construction projects, and that industry professionals aspire to join.

Citadel s reputation has been built on a set of three principles that form our core values:
Integrity, Professionalism, and Responsiveness.

The Administrative Assistant will provide comprehensive administrative support to internal and external employees, helping them effectively manage their day-to-day responsibilities and contribute to the successful execution of Company projects. You will be responsible for handling various administrative tasks, managing office operations, and ensuring smooth communication and coordination within the Company.

We are looking a highly skilled Administrative Assistant with a proven track record and 2-4 years of experience in the corporate sector. This role demands proficiency in administrative tasks, including but not limited to managing schedules, coordinating meetings, handling correspondence, and maintaining efficient office operations. In addition to providing day-to-day administrative support, the successful candidate will have the opportunity to contribute proactively to process improvements and assist in special projects, thereby demonstrating initiative and problem-solving capabilities.

• Assist and support Operations, HR, Accounting, Marketing and Talent Acquisition departments as requested.
• Ability to perform general administrative duties, including serving as office receptionist, managing, and answering phones, greeting, and directing visitors appropriately.
• Coordinate and schedule appointments, meetings, and conferences for internal employees while also maintaining the firm’s calendar and contacts up to date.
• Provide administrative and operational support through coordination of events, communications, and special projects.
• Support day-to-day operations by coordinating purchasing requests, maintaining contact records, processing time and expense submissions, and assisting with leave and attendance administration.
• Manage vendor files and accounts.
• Coordinate and assist with Information Technology (IT) functions.
• Manage and maintain office equipment inventory and procure office and kitchen supplies.
• Coordinate incoming and outcoming mail and shipping needs.
• Assisting in preparing project-related documents, reports and presentations.
• Maintain and update project files, databases, and records, ensuring accuracy and confidentiality.
• Assist and support President of the Company with administrative duties and their expenses as requested.
• Support external candidates in managing their calendars, travel arrangements, supplies, and expense reports.
• Other duties as assigned

• A minimum of 2-4 years professional experience as an administrative assistant.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in handling administrative duties.
• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Ability to handle sensitive information and maintain discretion.
• Ability to be a quick learner (selected candidate will be trained to know Deltek).
• Open to learn many programs (selected candidate will be trained to work In-Design for resumes).
• Proficient using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat and other relevant…