Administrative Assistant

Administrative Assistant

Location: Rocky Hill, CT

Whitestone Associates, Inc., a 100% employee-owned company and a leading provider of environmental and geotechnical engineering and consulting services across the eastern U.S., is seeking a dedicated Administrative Assistant to join our Rocky Hill, CT office. This role offers a unique opportunity to contribute to the growth of a dynamic, employee-owned engineering firm. Compensation is competitive and commensurate with experience.

We are looking for a highly motivated and detail-oriented Administrative Assistant with 0-4 years of experience in administrative or office support roles. This position involves providing essential support to project teams, handling documentation, and ensuring smooth communication between clients, agencies, and project managers.

Responsibilities:

• Set up new projects, including creating file structures on the network and organizing physical file folders;
• Transcribe and type correspondence, technical documents, and other communications;
• Develop and maintain team-specific documents for tracking project progress;
• Ensure project files adhere to company standards for organization and accessibility;
• Act as point of contact between clients, agencies, and project managers;
• Conduct research using online sources and in-house documentation to gather property information;
• Obtain and review standards and codes required by clients, local, and state agencies;
• Assist in preparing client proposals and compiling reports, plans, and applications for submission to state and local agencies;
• Prepare materials for public hearings, including hearing folders and exhibits;
• Maintain calendars for designated teams, including scheduling meetings, conference calls, and reserving conference rooms;
• Provide general administrative support to the Regional Manager, including assistance with monthly billing and other tasks; and
• Collaborate with and support other administrative staff as needed.

Qualifications:

• Associate or bachelors degree preferred;
• 0-4 years of experience in administrative support or office management roles;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat;
• Strong typing skills with a focus on accuracy and attention to detail;
• Excellent written and verbal communication skills, including spelling, grammar, and proofreading; and
• Ability to thrive in a fast-paced, multitasking environment.

Benefits:

• Whitestones Employee Stock Ownership Program (offered at no cost to each eligible employee)
• Medical Insurance
• Dental Insurance
• Health & Dependent Care Flexible Spending Accounts
• Traditional & Roth 401K Plans with Company Match
• Long Term & Short Term Disability Insurance
• Company-Sponsored Life & AD&D Insurance
• Multiple AFLAC Insurance Products
• Pet Insurance
• Identity Theft Protection
• Multiple Corporate Discount Programs