Burns & McDonnell
Brea, CA, United States
Regional Office Global Practice Administrative Assistant','182511','Administrative/Office Support','!*!Supports executives and upper management in the regional global practice with the following duties:
Manage outlook calendar, meetings and invites;
Set up internal or external meetings/lunch’s/dinner’s with clients, vendors, and employees;
Development and organization of Regional Office Global Practice-wide meetings;
Create and manage organizational charts;
Organize strategic meetings and prepare the agenda;
Manage strategic action Item list and follow up with pending items;
Organize and prepare materials (presentations) meetings; This includes:
Reserving conference rooms and sending invitations
Creating and and setting up the presentation
Ordering refreshments (if applicable)
Taking meeting minutes as requested
Organize and prepare monthly and quarterly reports, presentations, and compile information as support to management meetings;
Manage sales data information and compile it into an Excel file bi-annually;
Compile financial reporting data and information for the global practice
Prepare communications to employees;
Interface with employees/clients on behalf of the management team;
Prepare and arrange holiday gift arrangements:
Ordering gifts (calendars, shirts, etc.);
Shipping the gifts
Managing the effort via a spreadsheet
Manage holiday card signatures and routing;
Act as main point of contact (screen and correctly route all incoming calls) for management team;
Edit outgoing communications;
Manage expense reports for Principal’s and Executives;
Assist with travel arrangements for Principal’s and Executives;
Maintain and update contacts in Outlook and CRM;
Assisting with general administrative duties as needed and all other duties as assigned.
Operational duties, including but not limited to:
Working with managers to determine seating for employees
Communicating seating information to the local office administration team
Working with managers for group moves
Routing documents for signature approvals
Regional Global Practice administrative point of contact for Office Administrator ','!*!
High School Diploma or equivalent.
Minimum five years office/clerical experience.
Must be proficient in Microsoft Word, PowerPoint, and Excel, familiarity with other Microsoft office applications is desirable.
Knowledge of SharePoint and CRM (or an interfacing Contact Project) is a plus.
Excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks.
Some college coursework preferred.
EEO/Minorities/Females/Disabled/Veterans','Full-time','Yes, 5 % of the Time','US-CA-Brea','','*LIDNI','Regional Office Global Practice Administrative Assistant
Burns & McDonnell
Website : http://www.burnsmcd.com
We are a full-service engineering, architecture, construction, environmental and consulting solutions firm, based in Kansas City, Missouri. Our multidisciplined staff of 5,300 includes engineers, architects, construction professionals, planners, estimators, economists, technicians and scientists, representing virtually all design disciplines. We plan, design, permit, construct and manage facilities all over the world, with one mission in mind: Make our clients successful. Our company got its start in 1898. Two new Stanford University engineering graduates — Clinton S. Burns and Robert E. McDonnell — sought a professional home base teeming with opportunity, a place to continue the partnership they forged while working for the city of Palo Alto, California. They chose Kansas City because it provided the most potential clients in a 200-mile radius — cities and towns in need of water and power systems to support growth.