Administrative Assistant

Administrative Assistant – CGL Companies

Must be able to pass pre‑employment drug test and criminal background check.

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients.

Provide administrative support and personal assistance to the staff, relieving staff of administrative details, coordinating workflows, and taking initiative in staff's absence. Screen incoming mail, email, phone calls and correspondence directly resolving issues, if possible, and knowing when to seek guidance.

• Handle office tasks such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Provide real‑time scheduling support by booking appointments and preventing conflicts as needed.
• Maintain polite and professional communication via phone, e‑mail, and mail.
• Set up and manage conference calls and meetings, including preparation and organization of meeting space and materials in advance.
• Order food for business meetings.
• Prepare agendas in advance.
• Streamline communication process for the team.
• Compose correspondence/reports for own or signature.
• Arrange essential mail in priority action order for staff.
• Check deadlines on incoming requests and put preliminary work in play.
• Process replies on own initiative or from staff dictation or notes.
• Research, draft, or abstract reports.
• Handle all phone inquiries, arrange callbacks to protect staff time and provide backup materials for callbacks.
• Conduct phone surveys/inquiries as needed and route calls elsewhere as needed.
• Takes initiative on requests and inquiries of administrative nature.
• Update and pursue delegated tasks to ensure progress towards deadlines.
• Develop and maintain periodic reports for management and meetings as requested.
• Accept all incoming packages and direct to appropriate individuals.
• Act as office reception to all visitors and clients.

• Bachelor's Degree (Sales, Marketing, or Business Administration preferred).
• 1–3 years of progressively responsible experience in a similar position.
• Relevant industry experience.
• Proven admin or assistant experience.
• Adobe Design Suite experience.
• Knowledge of office management systems and procedures.
• Excellent time‑management skills and ability to multi‑task and prioritize work.
• Attention to detail and problem‑solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast‑paced environment.
• A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity.
• Ability to resolve problems independently and work with a high degree of autonomy, attention to detail.
• High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Detail oriented, self‑starter, able to prioritize, work independently with limited direction and multi‑task in busy environment.
• Excellent written and verbal communication skills and interpersonal skills.
• DL number – valid driver's license required.