Administrative Assistant

CivilCorp, LLC (an ESP Company) is currently seeking an Administrative Assistant to join our team in our Victoria, TX location.  

CivilCorp is a professional service firm offering civil engineering and land surveying services throughout Texas.   CivilCorp’s main office is in Victoria, TX, with additional offices in Houston, Fulshear, Corpus Christi, and Round Rock.  

This is a great opportunity for a highly organized team player with the ability to multi-task and shift priorities quickly to contribute to a well-established firm!

The Administrative Assistant must be effective in planning, prioritizing, and executing tasks in a timely manner.  They must also exhibit skills in building and maintaining strong relationships both internally and externally.  The ideal candidate is both approachable and respectful, comfortable with new technology, virtual meeting platforms, and scheduling systems.  This person should be comfortable taking the initiative when faced with administrative decisions.  

Responsibilities:

• Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on behalf of others.
• Maintains comprehensive and accurate records.
• Perform minor accounting duties, including preparation of expense reports.
• Organizing meetings including scheduling, sending reminders, and organizing catering when necessary.
• Managing other’s calendars, including making appointments and prioritizing the most sensitive matters.
• Opens, distributes, reads/handles the mail and emails as requested or required.
• Coordinate air travel, land transportation, and accommodations, as well as communicating those arrangements with a high level of detail and follow through.
• Create reports, presentations, memo/communications and/or meeting notes.
• Assists the Office Manager with administrative tasks and daily operations to ensure smooth workflow and efficiency.
• Coordinate with Marketing Team to share content for newsletters to keep offices informed and engaged, ensuring consistency in tone, branding, and messaging.
• Coordinate with Marketing Team to share content across social media platforms.
• May assist the Survey Department, and other departments, with preparing estimates and related tasks as needed.
• May serve on special projects, committees, or act as manager or department representative.

Qualifications:

• High school diploma or equivalent (Associates or Bachelor’s degree in Business, Communications or related degree preferred)
• Prior experience as an Administrative Assistant supporting senior-level managers/leaders.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Ability to work well in a team environment, be proactive, detail-oriented, and highly organized.
• Excellent written and verbal communication skills.
• Ability to maintain a high degree of discretion and confidentiality.
• Professional, positive attitude.
• Ability to work in a fast-paced environment with competing priorities.
• Must be available to work beyond a standard 8AM-5PM work schedule, when needed, to support team success.
• Candidates must be able to pass a drug screen, background check, and have a satisfactory driving record in accordance with the company’s driving (MVR) policy.

Preferred:

• Prior experience working in an Architectural, Engineering, or Construction (AEC) firm.
• Texas Notary.

Company Information:

CivilCorp, an ESP Associates company, specializes in transportation, infrastructure, and site development engineering, as well as a full range of land surveying services including boundary, topographic, right of way, and control. Our professional and technical staff offers broad and varied experience across multiple disciplines and industries to solve project challenges. CivilCorp staff have been involved with local communities, public and private businesses, and governmental agencies throughout the state of Texas for over 30 years. 

CivilCorp offers an excellent benefits package including:

• Competitive compensation with yearly performance reviews and discretionary annual bonuses
• 401(k) (Traditional & Roth plans) with a guaranteed employer match of 100% up to the first 3% and 50% on the next 2% (eligibility after 60 days) 
• PTO (Paid Time Off) & 10 Paid Holidays
• Tiered Health, Vision & Dental Insurance Options (eligibility after 30 days) 
• Behavioral Medicine through Teladoc
• Short-Term Disability Insurance
• Long-Term Disability Insurance
• Life Insurance
• Pet Insurance
• Education Reimbursement Opportunities
• Flexible and Dependent Benefits Plan
• Referral Bonuses