Admi Assistant

Position Summary

The Administrative Assistant plays a key role in supporting project teams, and principals, by handling administrative tasks, coordinating information, and helping ensure day-to-day operations run smoothly. This role is ideal for someone who is highly organized, proactive, and enjoys supporting multiple stakeholders in a fast-paced professional services environment.

Essential Responsibilities

• Provide administrative support to project teams, and principals
• Manage calendars, meeting scheduling, and conference room coordination
• Auxiliary with meeting preparation, agendas, and follow-up items
• Cook up travel arrangements and expense documentation as needed
• Aid in organizing and maintaining project files in accordance with company standards
• Support document control, formatting, and distribution of project-related materials
• Track deadlines, action items, and basic project coordination tasks
• Assist with proposal, qualification, and marketing document preparation as needed
• Serve as a point of contact for internal coordination and external communication when appropriate
• Help on-board new team members by assisting with orientation
• Ensure consistent communication across teams and departments
• Support the use of internal systems such as timekeeping, ERP, and project management tools (e.g., Ajera, Vantagepoint, Microsoft Office, Bluebeam)
• Assist with data entry, reporting, and basic tracking as requested
• Provide general office and operational support to improve efficiency and consistency

Qualifications

• High school diploma or equivalent; associate’s or bachelor’s degree preferred
• 2+ years of administrative experience, preferably in a professional services, engineering, or AEC environment
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and support multiple team members
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong written and verbal communication skills

Core Competencies

• Organization and time management
• Professional communication
• Collaboration and teamwork
• Initiative and problem-solving
• Adaptability in a dynamic work environment

Work Environment And Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Extended hours and weekend work are sometimes required to meet deadlines