Administrative Assistant - Construction, Facilities & Risk

The Administrative Assistant for Construction, Facilities & Risk Management at Christ's Church of the Valley (CCV) plays a vital role in supporting the administrative needs of the team. Responsibilities include managing calendars, scheduling meetings, taking detailed meeting notes, preparing construction invoices for review, onboarding new vendors, processing expense reports, and assisting with project tracking on Monday.com. This position also involves collaboration with the Risk Management team to manage insurance claims and related documentation.

Candidates for the Administrative Assistant - Construction, Facilities & Risk Management role at Christ's Church of the Valley (CCV) should have a minimum of two years of administrative experience. Key skills include attention to detail, customer focus, strong interpersonal communication, and adaptability. Familiarity with Microsoft Teams, Outlook, and project management systems is also beneficial. A willingness to become an active member of CCV and a passion for reaching others are essential qualifications.

The Administrative Assistant - Construction, Facilities & Risk Management at Christ's Church of the Valley (CCV) significantly enhances team dynamics by ensuring seamless communication and organization within the office. This role provides essential support in meeting coordination, project management, and administrative processes, allowing the Director and the team to focus on their core responsibilities. By maintaining detailed records and facilitating effective collaboration, the Assistant helps promote a positive and productive work environment.

Working as an Administrative Assistant - Construction, Facilities & Risk Management at Christ's Church of the Valley (CCV) offers a unique opportunity to develop various skills. You'll enhance your project management skills while using tools like Monday.com, improve your organizational capabilities by managing invoices and expense reports, and strengthen your interpersonal skills through regular team interactions. Additionally, you will gain insights into construction processes and risk management practices, which can enrich your professional portfolio.

The work culture for the Administrative Assistant - Construction, Facilities & Risk Management at Christ's Church of the Valley (CCV) is supportive, collaborative, and mission-driven. Team members are encouraged to engage actively in their roles and share their ideas. With a focus on personal integrity and community involvement, CCV fosters an environment that values both individual contributions and collective goals, creating a space where you can thrive while making a real difference.

In your response, highlight specific instances where you’ve utilized project management tools, focusing on your ability to track progress, update project codes, and facilitate collaboration among team members. Emphasize how your experience will benefit CCV in managing various construction and risk projects efficiently.

Explain your approach to managing busy schedules, such as prioritizing appointments, utilizing scheduling tools, and maintaining clear communication with team members. Provide examples where your strategies led to successful outcomes, ensuring that important meetings were organized without conflicts.

Detail a specific process you follow when discrepancies arise. Discuss your attention to detail, the importance of verifying information, and how you communicate with relevant parties to resolve issues efficiently, ensuring transparency in financial matters.

Describe a situation where you identified inefficiencies in existing processes and implemented improvements. Focus on your analytical skills and how your changes led to enhanced workflow or time savings for the team, demonstrating your initiative and problem-solving abilities.

Express your passion for the mission of CCV and how it aligns with your personal values. Highlight your desire to contribute positively to the community and support the church's goals, illustrating how your administrative skills will help the organization thrive.

Share any relevant experience you have in managing insurance claims or working with risk management processes. Explain how you approached claim reporting and follow-ups, and describe how your attention to detail helped in accurately gathering and documenting all necessary information.

Discuss your time management strategies, such as creating lists, setting deadlines for yourself, and using tools to track progress. Share an example of a time you successfully managed competing deadlines, showcasing your ability to stay organized under pressure.

Provide a specific example where you handled a difficult vendor or contractor interaction. Emphasize your conflict management skills, how you maintained professionalism, and the techniques you used to reach a resolution that was beneficial for CCV.

Emphasize qualities such as attention to detail, strong interpersonal communication skills, adaptability, and a results-driven mindset. Share your philosophy on how these qualities contribute to the success of an administrative assistant in a construction and risk management setting like CCV.

Discuss your approach to onboarding, focusing on how you would create schedules, prepare documentation, and facilitate introductions. Mention the importance of ensuring that new hires feel welcomed and have the resources they need to be successful as part of the CCV team.