Administrative Assistant IV

As an Administrative Assistant IV at The Tsui Group, your primary responsibilities will include preparing written materials and correspondence, managing calendars for project supervisors, and coordinating meetings. You will take meeting minutes, maintain project logs, manage office tasks, and support communication between supervisors and inspection staff. Other duties may involve financial documentation tracking and being the liaison between inspectors and project management.

To qualify for the Administrative Assistant IV role at The Tsui Group, candidates must have a minimum of 10 years of experience in a similar position. Strong organizational skills, clear communication abilities, and a collaborative spirit are essential. Experience in an airport environment and proficiency in project management software, along with post-secondary education, are preferred.

For the Administrative Assistant IV position at The Tsui Group, familiarity with Project Management Information Software like PM Web, Adobe Pro, and Bluebeam is beneficial. Proficiency in Microsoft Office applications such as Excel, Word, and PowerPoint is also required for creating logs and managing documentation effectively.

The Tsui Group offers a comprehensive benefits package for the Administrative Assistant IV role, which includes full medical, vision, and dental coverage for employees, life and disability insurance, vacation and sick pay, holiday pay, a 401k plan with employer contribution after one year of service, and a monthly stipulation for cell phone expenses, along with a laptop for work-related tasks.

The work environment for the Administrative Assistant IV at The Tsui Group is engaging and fast-paced, centered around the aviation industry. You'll be part of a supportive team, collaborating with project supervisors and inspection staff. This role demands excellent organization and communication skills, making it ideal for individuals who thrive in a dynamic setting and enjoy facilitating various tasks simultaneously.

When prioritizing tasks as an Administrative Assistant IV, it's essential to assess deadlines and importance. I often create a to-do list and categorize tasks based on urgency. I focus on communication with project supervisors to ensure that I am aligned with their immediate needs.

To handle tight deadlines, I adopt a proactive approach by breaking tasks down into manageable components and setting intermediate deadlines. Communication is key, so I keep supervisors informed of my progress and seek assistance if necessary, ensuring that all deadlines are met efficiently.

I am well-versed in using project management tools such as PM Web and Bluebeam, which have been instrumental in streamlining document control and facilitating team communication. My proficiency with Microsoft Office tools, particularly Excel and SharePoint, further enhances my ability to manage project documentation.

To ensure effective communication within a team, I encourage open dialogue and regular check-ins. I make it a point to actively listen to team members' concerns and feedback, ensuring everyone's voice is heard, and I often summarize meetings in writing for clarity.

In a previous role, I often managed multiple tasks like scheduling meetings, preparing documents, and coordinating with stakeholders at once. To successfully juggle these tasks, I utilized a prioritization system and maintained clear communication with all parties involved to keep everything on track.

I keep track of budget-related documents by implementing an organized filing system that categorizes documents by project phase. I regularly update financial logs and utilize spreadsheets to ensure accuracy and easy access to budgeting data.

To maintain a professional demeanor when greeting visitors, I ensure I present myself neatly and approach each visitor with a warm smile. I actively listen to their needs and provide assistance or direct them to the right person promptly and courteously.

In handling conflict between team members, I would remain neutral and listen to both sides to understand the issue better. I believe in facilitating a discussion where both parties can express their concerns and work towards a resolution together.

To stay organized and efficient, I utilize digital tools such as calendars and task management applications. I also set routine reminders for important deadlines and regularly declutter my workspace to maintain focus.

To ensure compliance with contract documents, I meticulously review all related documentation and maintain an organized filing system for easy retrieval. I also stay updated on specific requirements and regularly communicate with project supervisors to confirm adherence to contractual obligations.