What are the responsibilities and job description for the Administrative Assistant - Administration position at Thornton Tomasetti?
Thornton Tomasetti applies engineering and scientific principles to solve the world’s challenges. An independent organization of creative thinkers and innovative doers collaborating from offices worldwide, our mission is to bring our clients' ideas to life and, in the process, lay the groundwork for a better, more resilient future. We provide support and opportunities to our employees to achieve their full potential and cultivate a rewarding career.
The Role
We are seeking a highly organized and detail-oriented individual to join our team. As an Administrative Assistant you will be the face of our Orlando office, support the technical engineering staff with new project pursuits, and help with other administrative tasks. Your role plays an important part in ensuring seamless office operations, making positive first impressions with our clients and visitors, and leading the upkeep of common office spaces. This is a fully in-office role at 30 hours/week.
Responsibilities
- Organize and support events, meetings, conferences, and career fairs, including scheduling and logistics.
- Coordinate travel, appointments, interviews, and calendars for staff and leadership.
- Assist with RFPs, proposals, and contracts in collaboration with Marketing, Legal, and clients, ensuring timely submissions and proper filing in Microsoft Dynamics.
- Provide administrative support for technical staff, including invoicing, expenses, and onboarding new hires.
- Serve as the primary point of contact for office visitors, deliveries, and phone calls, maintaining all common areas and supplies.
- Address maintenance issues, coordinate with vendors and building management, and handle mail.
- Support the needs of an expanding office as required.
- Assist other Florida office admins when needed.
Requirements
- 1-3 years of experience in administration and team coordination.
- Proven ability to multitask, define successful workflows related to office operations, and proactively solve problems.
- Strong interpersonal skills with demonstrated ability to work effectively and collaboratively with diverse team members and external parties.
- Excellent organizational skills.
- Proficiency in Microsoft Office Suite.
- Florida Notary is a plus but not required.
- Experience in the AEC industry is a plus but not required.
Benefits
Depending on your employment status, benefits may include:
- Medical, Dental, Vision, Life, AD&D, Disability and other voluntary benefits
- Flexible Spending Accounts for Medical & Childcare
- Paid Time Off, Family Leave for New Parents, Volunteer Time
- Tuition Reimbursement
- Commuter Transit (where available)
- 401k retirement savings with Company matching on employee contributions and/or qualified student loan repayments
- Fitness Reimbursement
- And other various wellness, diversity/inclusion and employee resource programs and initiatives
Thornton Tomasetti is proud to be an equal employment workplace. Individuals seeking employment at Thornton Tomasetti are considered without regards to age, ancestry, color, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, genetic information, marital status, medical condition, mental or physical disability, national origin, protected family care or medical leave status, race, religion (including beliefs and practices or the absence thereof), sexual orientation, military or veteran status, or any other characteristic protected by federal, state, or local laws.
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