Administrative Support Specialist

Job Overview

JOB DETAILS

REQUIREMENTS

• 3+ years of administrative or executive assistant experience, preferably in telecommunications, utilities, construction, or grant-funded projects.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• Experience supporting projects with federal or state grant compliance preferred.
• Familiarity with tribal engagement and/or infrastructure project processes a plus.
• High school diploma required; associate’s or bachelor’s degree preferred.

RESPONSIBILITIES

• Provide daily administrative support to the President and Lead PM, including scheduling, calendar management, and meeting coordination.
• Assist with the preparation, formatting, and submission of reports, correspondence, and presentations for federal grant programs.
• Track and organize project documentation, contracts, change orders, and compliance records to support audits and reporting requirements.
• Maintain records of grant-related invoices, expenses, and reimbursements in coordination with finance/accounting teams.
• Support communication with tribal governments, clients, vendors, and other stakeholders by drafting emails, memos, and meeting minutes.
• Assist in preparing and maintaining project schedules, task trackers, and progress updates.
• Monitor deadlines and ensure timely submission of deliverables, reports, and compliance documents.
• Coordinate travel logistics, expense reports, and other administrative needs for project staff.
• Provide general office and clerical support, including document management, filing, and data entry.

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