Position Purpose

To provide administrative support in a fast-paced environment by completing multiple reception and administrative tasks with competing deadlines, using extreme attention to detail and excellent communication skills. Anticipate needs of team members and resolve administrative issues with calm and poised prioritization.

Essential Functions Responsibilities

• Provide outstanding customer service to all internal and external customers
• Provide front-of-house operational support including office supply maintenance, coordination of Lunch & Learns, coordinate conference room schedule and AV equipment set up for meetings, management of incoming and outgoing parcels
• Perform an extensive array of administrative tasks (type, proofread and edit memos, letters, forms, transmittals, proposals, site investigation reports, change orders, response to comments, and other business correspondence with accuracy as requested)
• Assemble calculations, site investigation reports, project submittal notebooks, and other submittal information with accuracy as required by specific projects
• Anticipate needs of directors, project managers, and team members and help them stay focused on projects by resolving operational and administrative issues before they arise
• Help build efficiency and effective responsiveness into existing operations
• Perform other clerical duties as needed such as filing, electronic filing of large engineering plan sets, and photocopying

Qualifications

• Associates degree OR 4 years relevant administrative work experience
• Previous experience in a professional office setting
• Knowledge and experience with MS Office suite
• Outstanding organizational and oral and written communication skills
• Extremely detail-oriented with strong writing, editing, and proofreading skills
• Proactive thinker with the ability to prioritize multiple competing deadlines
• Comfort with a fast-paced environment, necessitating professional, calm and poised prioritization

Preferences

• Previous A/E/C firm experience
• Notary Public