What are the responsibilities and job description for the Administrative Assistant II position at Infrastructure Engineering Inc.?
Join us at the intersection of
INGENUITY & INCLUSION
About the Role
Infrastructure Engineering Inc. (IEI) is looking for an Administrative Assistant II to join our Team! We are a leading engineering firm known for quality and responsiveness and a proven track record of success as a Prime civil engineering firm. The Administrative Assistant II provides comprehensive administrative support that will assist IEI’s market leaders, senior leadership, and administrators of the firm around business endeavors and special projects. Also, in this role as the Administrative Assistant II, you will work independently and as part of a team completing routine tasks, as well as assist with scheduling meetings, confirm conferences and training for employees, sort and distribute mail, respond to employee requests/inquiries, answer phones, greet office visitors, prepare shipping packages, assist with planning, organizing, and execution of company meetings/events, etc.
This is a position which requires Administrative Assistant II to work in the office for a minimum of three (3) or more days per week as requested. This role requires someone who is a self-starter, has exceptional organizational skills, strong attention to detail, and proficiency in relevant software applications. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!
Essential Duties/Functions and Responsibilities:
Includes, but not limited to, the following:
INGENUITY & INCLUSION
About the Role
Infrastructure Engineering Inc. (IEI) is looking for an Administrative Assistant II to join our Team! We are a leading engineering firm known for quality and responsiveness and a proven track record of success as a Prime civil engineering firm. The Administrative Assistant II provides comprehensive administrative support that will assist IEI’s market leaders, senior leadership, and administrators of the firm around business endeavors and special projects. Also, in this role as the Administrative Assistant II, you will work independently and as part of a team completing routine tasks, as well as assist with scheduling meetings, confirm conferences and training for employees, sort and distribute mail, respond to employee requests/inquiries, answer phones, greet office visitors, prepare shipping packages, assist with planning, organizing, and execution of company meetings/events, etc.
This is a position which requires Administrative Assistant II to work in the office for a minimum of three (3) or more days per week as requested. This role requires someone who is a self-starter, has exceptional organizational skills, strong attention to detail, and proficiency in relevant software applications. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!
Essential Duties/Functions and Responsibilities:
Includes, but not limited to, the following:
- Responsible for preparing reports, coordinating special projects, handling problems involving the public, government officials, or others, preparing correspondence, purchasing supplies, maintaining financial and other types of records
- Will work more with the Executive Assistant II, Project Managers, and/or Human Resources Director around business endeavors and special projects
- Completes operational requirements by scheduling and assigning administrative projects and expediting work results
- Prepare written correspondence, spreadsheets and reports as needed
- Coordinating and arranging staff meetings, ordering catering services, scheduling and confirming rooms, executing the event
- Exhibits polite and professional communication to enquiries via telephone, e-mail, face-to-face and mail
- Responds to onboarding, employee recognition, and equipment requests, and tracks distribution quantities, packaging, shipping and delivery confirmations
- Answering or transferring phone calls, documenting messages for select staff members, and scheduling and confirming appointments
- Requests visitor guest clearance and communicates with building security
- Maintaining the electronic staff directory and office calendar
- Assist with maintaining and organizing the office database and filing system
- Monitor operation of equipment, assist with clearing operational malfunction, and assist with completing preventive maintenance requirements. Report equipment failures to the executive administrative assistant for service detail
- In conjunction with the executive administrative assistant, contact building for repairs and work-orders
- Assist with scheduling office equipment vendors to coordinate appointments for maintenance
- Using a tracking system, assist with maintaining supplies by tracking inventory, checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of orders/supplies; restock and replenish common areas
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Provide real-time scheduling support by booking appointments/rooms and preventing conflicts utilizing Outlook Calendar; and ordering lunch as needed for meetings
- Contribute to team effort by accomplishing related results as needed
- May assist with researching and creating presentations
- Assists Design and Office Managers as requested and defined
- Other duties as assigned.
Education and/or Experience:
- Bachelor’s degree in Business Administration, Marketing or related discipline and 5 plus years of progressive administrative experience in a fast pace environment required
- May consider a High School Diploma/GED and 9 plus years of equivalent progressive administrative experience
- Previous experience in the AEC (Architectural, Engineering & Consulting), EPC (Engineering, Procurement & Consulting) or Consulting Industry a plus
- Prior experience working with senior and executive leadership
- Experience with Deltek VantagePoint a plus
Knowledge and Skills:
- Demonstrates effective interpersonal skills, maintains a professional demeanor and ability to work with diverse staff across multiple departments; and successfully communicate with all levels of employees
- Progressive experience in making sound decisions and exercising good judgment around administrative and operational matters that impact the business
- Must be an effective verbal and written communicator, able to communicate in grammatically correct sentences to convey information with detail and accuracy while effectively utilizing active listening skills
- Intermediate to advanced knowledge and skills in MS Office Suite (e.g., Word, PowerPoint, Excel, especially Outlook and Teams) and other software and/or platforms (CRM, ERP or SharePoint); and the ability to create and work with spreadsheets and process technical information
- Must be able to accurately type 60wpm minimum
- Experience with writing reports and creating presentations with various software (i.e. PowerPoint, Excel, Canva, etc.) as well as experience with preparing expense reports for approval
- Must demonstrate great attention to details, time management and proven organizational skills
- Must be able to take directions, follow instructions complete tasks, and meet deadlines
- Must be reliable, flexible, and demonstrate the ability to maintain and process sensitive and/or confidential information appropriately
- Must have the ability to occasionally work evenings, weekends, and open to local travel
Benefits and Perks
- Highly competitive salary; and Bonus opportunities
- Flexible Work Schedule
- Medical, Dental, and Vision Benefits
- Personal Paid Leave (Paid Time-Off)
- Paid Holidays
- Life Insurance
- Short and Long-term Disability Program
- 401K Program with Employer Match
- Profit Sharing
- Employee Assistance Program
- Employee Referral Program
- Employee Appreciation Program
- IEI University
- An opportunity to learn and grow - Professional Development Program
- Opportunity to share ideas and express your point of view
- You are welcome to be your authentic self
- Philanthropic Outreach and Volunteer Opportunities
Physical Demands
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit for long periods of time and talk and hear. The employee is frequently required to stand and walk; and use hands to fingers. This job includes close vision, distance vision, color vision and the ability to adjust and focus including looking at computer screens, office equipment, and handheld technological devices such as cellular phones, tablets, etc., and typing on keyboards and repetitive hand and arm movements. While performing these duties the employee may occasionally handle, or feel objects, tools, or controls; reach with hands and arms; and grasp using hands and fingers for small objects; bend at the waist and/or stoop or kneel. The employee may lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds.
Working Conditions
Usually work in an office setting 24-40 hours per week in a cubicle and/or open office space
Usually work a standard 40-hour work week
Sometimes required to work extra hours, including weekends, to attend IEI related events and meetings and keep up with unexpected situations impacting the wellbeing of the Firm and/or operations of the Administrative Department
May travel to locally for meetings, conferences, training, etc. as well as to other IEI Markets as requested
Work Environment
The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the office work environment is usually minimum to moderate.
IEI is an Equal Opportunity Employer and is committed to the principles of equal opportunity for all employees and applicants for employment.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
