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Administrative Assistant

Ditesco, LLC

This is a Full-time position in Fort Collins, CO posted July 17, 2021.


An Administrative Assistant’s duties and responsibilities include assisting in all aspects of the administration department (KM1) including but not limited to general administrative duties such as, answering and directing phone calls, drafting cover letters and correspondence, office vendor coordination, event planning, scheduling, drafting meeting minutes general office operations, assistance with A/P and A/R, and proposal writing, client relations along with invoicing and assistance to the Senior Business Manager.

Supervision Received: Works under the general supervision of the Senior Business Manager.

Supervision Exercised: No direct supervision of subordinates.

Job Classification: Full-time, Non-Exempt Employee.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Other duties may be assigned.


Answer and direct phone calls, greet and assist visitors to the office, coordinated lunch meetings with food vendors; running errands relative to office needs.

Organize and schedule meetings and appointments; maintain conference room calendars along with the vacation calendar.

Coordinate and organize approved travel arrangements and maintain cost summary log of each trip.

Maintain electronic contact lists, produce and distribute correspondence memos, letters, emails, and forms.

Assist in the preparation of regularly scheduled reports; research and create presentations, assist in handling multiple projects.

Attend project meeting and produce thorough and accurate minutes.

Support project managers by compiling, organizing, and maintaining project documents.

May include running errands relative to project needs and interacting with contractors and subcontractors.

Maintain manual and electronic filing system; Submit and reconcile expense reports.

Maintain supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting approved orders for supplies; verifying receipt of supplies.

Develop and update administrative systems for efficiency, maintain administrative SOP binder; coordinate office procedures; resolve administrative problems and collaborate with other administrative staff.

Ensure operation of office equipment by completing preventive maintenance requirements; maintaining equipment inventories; evaluating new equipment and techniques; coordinate repairs to office equipment.

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.


The ideal candidate will have the following qualifications:

Knowledgeable of business administration experience related to office management systems and procedures.

Excellent time management skills and ability to multi-task and prioritize work.

Ability to be detailed oriented with problem solving skills and accuracy.

Ability to follow and maintain office administration procedures.

Excellent written and verbal communication skills; proficient typing skills along with strong organization and planning expertise.

Ability to have discretion and judgment along with supply management and inventory control.

Ability to use data analysis techniques and understand research methods.

Ability to maintain confidentiality for clients and for the company.

Verifiable proficiency in MS Office and Adobe software.

Ability to establish and maintain effective working relationships with employees, vendors, clients, and the public.

Education: Graduation from an accredited junior college with an Associate degree in Business Administration or English or Communications or a combination of relative education and experience required.

Special Licensing or Certification: Willingness to obtain a Colorado Notary Public license.

Experience: Minimum 1 year of increasingly responsible experience in business administration.


Ability to read, analyze, and interpret common interoffice procedures.

Ability to communicate with employees, clients, and the public and respond to common inquiries from clients (internal and external), regulatory agencies, or members of the business community.

Ability to effectively participate and communicate with vendors and people in the trades and industries in which Ditesco participates.

Ability to effectively present information to management and supervisor.


Ability to apply basic mathematical concepts necessary to perform basic financial reports including but not limited to addition, subtraction, multiplication and division.


Ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to interpret a variety of administrative instructions to resolve administrative matters including but not limited to software and technology used within the office.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The work environment for this job is normally a general office environment, project site, or client location.
Reducing the experience and education will be helpful while keeping the salary higher but eliminating either to entry-level puts us back into the same candidate pool