Administrative/Production Assistant

Corporate

Location: Corporate Headquarters in Chaska, MN

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative/Production Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative/Production Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative/Production Assistants should have a genuine desire to meet the needs of others.

Job Responsibilities
  • Handling office tasks, such as filing, collating reports, setting up for meetings, and reordering supplies

  • Using computers to collate multiple report types such as MS Word documents, MS Excel spreadsheets, MS Visio drawings into a single Adobe PDF report document. Making the report “Client Ready”

  • Print, copy, and bind report documents

  • Prepare and receive office shipment via US Mail, FedEx, and UPS

  • Maintain polite and professional communication via phone, e-mail, and mail

  • Anticipate the needs of others in order to ensure their seamless and positive experience

  • Other duties, as assigned, in support of project team and company production efforts

  • Partner with assigned project team to successfully complete and manage the administrative and production aspects of projects; this includes the following

    • Uploading project templates as needed

    • Searching internal tracking system for prior reports and uploading files as required

    • Order regulatory reports from specified third-party vendors

      • Follow-up to ensure all finals are completed by the vendor

      • Oversee the rework of regulatory reports if needed

    • Compressing and electronic transfer of project files

  • Support project team throughout duration of project as critical team member

    • Send out field folders to initiate new projects

    • Ship out critical supplies and documents to field teams

    • Inquire with FedEx on any delivery issues

    • Follow up with the lab for results and provide additional info if needed

    • Track projects and initiate updates in proprietary tracking database

Job Qualifications of Successful Candidates
  • High School Diploma required; some college coursework in a related field is preferred

  • 2+ years of experience in an administrative support role

  • Must be computer proficient – 90% of this position is managed using a computer

  • Must be able to show evidence of masterful organizational skills and expert ability to multi-task

  • Candidates with previous experience in document controls, in production centers supporting consulting or professional field services staff will be shown preference

  • Must show ability to work with a sense of urgency and with a ‘client first’ attitude - including both internal and external clients

  • Must show interest in learning new tasks and new technologies and be able to give examples of recent experiences demonstrating such

  • Proficiency in Microsoft Word, Excel, and Outlook and willingness/ability to be trained on other software critical to the position

  • Excellent time management, organizational, written and verbal communication skills

  • Capacity to work on multiple initiatives simultaneously/multi-task

  • Strong analytical and problem-solving skills

  • Overtime will occasionally be required on short notice (such as working through lunch, coming in early or leaving late)

  • Desire to be proactive and create a positive experience for others

 Working for Nova Group, GBC 

Nova Group, GBC (Nova) is a privately held multidisciplinary advisory firm incorporated in 1987. We have a global footprint headquartered in Chaska, Minnesota, but our team services clients throughout the United States and abroad. Nova provides services in the areas of environmental management, compliance investigation, corrective action activities, strategic energy services, and construction services. Our diverse portfolio of services creates a multitude of career possibilities, and we strive to bring on talent who want to learn and build their skills across multiple sectors of our business. ​

A General Benefit Corporation (GBC), often referred to as a B-Corp, means Nova is aligning our values with our business practices. We recognize our role goes beyond profitability, and we value our environment, our communities, and our people. Beyond our articles of incorporation, we are making a commitment to measure our impact in four key segments: our environment, our communities, our customers, and our employees.

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