Administrative Assistant

• Provide administrative support for the GAPS Team
• Handwrite cards to alumni and mail to the appropriate person or team
• Attend virtual meetings as needed; i.e. supervision, team meetings, etc.
• Maintain data in excel documents
• Keep Alumni data confidential
• Complete expense reports as needed
• Review communication channels and respond as needed
• Stay current with technical and professional growth and development
• Perform other duties and projects as assigned

Administrative Assistant II

• Writes and routes confidential correspondence
• Screens, handles, or distributes incoming phone calls and emails
• Maintains confidential correspondence and general files
• Schedules meetings, maintains calendar of VP and/or leadership team
• Coordinates travel plans
• Submits expense reports
• Prepares statements of work, requisition requests, and check payment/invoice requests
• Compiles and distributes meeting minutes
• Researches, verifies, and prepares reports
• Performs diversified and confidential administrative duties

Executive Administrative Assistant I

• Responsible for performing operational support and administrative duties for multiple Trust Officers, Administrative Officers, and Portfolio Managers
• Process and complete customer requests
• Assist in preparation of new account documents and setup new accounts
• Prepare invoices, reports, memos, and other documents
• Conduct research and prepare papers for executives and committees
• Perform administrative tasks including phone answering and staffing reception desk
• Assist in processing bills and work with Trust Operations
• Organize client meetings and community events
• Support retirement plan administration

Administrative Assistant – Trust

• Administer Legal Tracker e-billing processes, including invoice intake, coding, routing/approvals, and submission workflows.
• Validate invoices for compliance with outside counsel billing guidelines; identify exceptions and coordinate timely corrections with law firms.
• Maintain open communication with the VP of Litigation (and other Legal Team stakeholders as necessary).
• Coordinate with Accounting to support accurate and timely invoice processing, accruals, and reconciliations.
• Partner with FP&A to support budgeting, forecasting, and variance analysis related to litigation and broader legal spend.
• Maintain matter budgets and spend tracking; support periodic accrual and forecast cycles.
• Generate regular and ad hoc reporting on legal spend, matter trends, and vendor performance; prepare executive-ready summaries for Legal leadership.
• Support continuous improvement of billing workflows, controls, and documentation (policies, procedures, playbooks, and guidance to stakeholders).
• Serve as an operational liaison with outside counsel for invoice and billing-related communications.
• Coordinate across the Legal team and internal business partners to resolve billing, budget, and matter-coding questions.
• Support vendor onboarding and maintenance tasks as needed (e.g., billing contacts, guidelines distribution, matter setup support).
• Help maintain data integrity across systems (matters, vendors, timekeepers, rate structures, codes, and reporting fields).
• Deploy and maintain centralized contract repository.
• Assist with tracking key dates, renewals, expirations, milestones.
• Extract and log key terms (payment renewal, termination, SLAs, etc.).
• Maintain data and generate reports for Accounting, SOX, and Audit, including supporting SOX control testing.
• Interface with procurement, accounting, SOX, audit and assist with legal review policy development.
• Coordinate vendor onboarding with procurement.

Legal Administrative Assistant

• Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.
• Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.
• Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.
• Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.
• Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.
• Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.
• Maintain preconstruction filing systems in accordance with company standards.
• Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.
• Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.
• Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.
• Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.
• Ability to work remotely and manage work load in an independent environment.

Administrative Assistant – Pre-Construction

• Ensure office area and production floor areas are clean and organized
• Participate in safety and productions meetings
• Accurately complete all daily reporting and paperwork
• Communicate directly with On-Site Manager regarding employee issues
• Ensure all employees are working safely and abide by all safety policies
• Answer the main phone, routing callers based on their needs
• Greet visitors and direct them to the appropriate area or person
• Date-stamp, review, and route all incoming mail
• Compose all routine correspondence
• Organizes, file, and maintain all records, correspondence, and maintenance logs
• Assist employees with general administrative questions regarding employment, pay, benefits, etc.
• Perform data entry of facility business activity
• May perform basic financial data entry
• Other duties as assigned

• Support and execute used car sales strategies and targets
• Coach and guide the sales team to hit goals and solve challenges
• Assist with inventory mix, pricing insights, and market analysis
• Help develop training, performance metrics, and process improvements
• Partner with Marketing on promotions and brand visibility
• Ensure compliance with sales, titling, and regulatory requirements
• Champion safety, environmental responsibility, and company values

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