Administrative Assistant

ABOUT CITADEL CPM
Citadel CPM is a California corporation, headquartered in Pasadena with offices in Fullerton, Long Beach, Riverside, and Sacramento, as well as Phoenix, Arizona. Citadel was established in 2006 to provide professional construction project management services to Federal, State, and municipal agencies in the justice, corrections, education, healthcare, infrastructure, and military market sectors.

ABOUT THE TEAM
Our team is dedicated to making our clients' vision a reality while delivering on their budget, schedule, scope, and quality expectations. Our team is committed to resolving issues in a professional and collaborative manner with integrity always foremost in mind. We are proud to know that Citadel is regarded as a team of reputable professionals that clients seek out to help them manage their construction projects, and that industry professionals aspire to join. Citadel's reputation has been built on a set of three principles that form our core values: Integrity, Professionalism, and Responsiveness.

ABOUT THE ROLE
The Administrative Assistant will provide comprehensive administrative support to internal and external employees, helping them effectively manage their day-to-day responsibilities and contribute to the successful execution of Company projects. You will be responsible for handling various administrative tasks, managing office operations, and ensuring smooth communication and coordination within the Company.

ABOUT YOU
We are looking a highly skilled Administrative Assistant with a proven track record and 2-4 years of experience in the corporate sector. This role demands proficiency in administrative tasks, including but not limited to managing schedules, coordinating meetings, handling correspondence, and maintaining efficient office operations. In addition to providing day-to-day administrative support, the successful candidate will have the opportunity to contribute proactively to process improvements and assist in special projects, thereby demonstrating initiative and problem-solving capabilities.

ESSENTIAL DUTIES 

• Assist and support Operations, HR, Accounting, Marketing and Talent Acquisition departments as requested.
• Ability to perform general administrative duties, including serving as office receptionist, managing, and answering phones, greeting, and directing visitors appropriately.
• Coordinate and schedule appointments, meetings, and conferences for internal employees while also maintaining the firm’s calendar and contacts up to date.
• Provide administrative and operational support through coordination of events, communications, and special projects.
• Support day-to-day operations by coordinating purchasing requests, maintaining contact records, processing time and expense submissions, and assisting with leave and attendance administration.
• Manage vendor files and accounts.
• Coordinate and assist with Information Technology (IT) functions.
• Manage and maintain office equipment inventory and procure office and kitchen supplies.
• Coordinate incoming and outcoming mail and shipping needs.
• Assisting in preparing project-related documents, reports and presentations.
• Maintain and update project files, databases, and records, ensuring accuracy and confidentiality.
• Assist and support President of the Company with administrative duties and their expenses as requested.
• Support external candidates in managing their calendars, travel arrangements, supplies, and expense reports.
• Other duties as assigned

REQUIRED QUALIFICATIONS

• A minimum of 2-4 years professional experience as an administrative assistant.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in handling administrative duties.
• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Ability to handle sensitive information and maintain discretion.
• Ability to be a quick learner (selected candidate will be trained to know Deltek).
• Open to learn many programs (selected candidate will be trained to work In-Design for resumes).
• Proficient using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat and other relevant software.

PREFERED REQUIREMENTS

• Associate degree or bachelor’s degree from Human Resources, Sociology, Psychology, Business, or related field of study.

PHYSICAL REQUIREMENTS

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Citadel is committed to a diverse and inclusive workplace environment. Citadel is an equal opportunity employer and does not discriminate based on race, natural origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

To request an interview accommodation please send an email to 

In compliance with the local law, we are disclosing compensation, or a range therefore for location where legally required. Actual salaries will vary based on several factors, including but not limited to external market data, internal equity, location, licenses, skill set, experience and/or performance. Base pay is only one component of Citadel’s total compensation packages for employees.

Pay range for Administrative Assistant $20.19 to $29.80 per hour.

Featured Benefits

Medical Insurance
Vision Insurance
Dental Insurance
401K
Life and Long-Term Disability Insurances
Paid Time Off (PTO) for personal time, sick days, and holidays
Professional Development Reimbursement