Administrative Assistant

About the role

Provide organizational support to the Ayres Associates’ Cheyenne office in a variety of administrative functions. This dynamic position includes business management support under the direction of the vice president, requiring in-depth knowledge of day-to-day office management and the ability to work collaboratively across the organization.

Responsibilities

• Opportunity Coordination & Management – Ensure all divisional project opportunities and client contacts are entered into client relationship management software by collaborating with Development Services’ project managers and leadership.
• Office Management – Coordinate with office staff on equipment, expenses, cleaning, and other office needs.
• Office Administration – Lead administration efforts to support office needs, with decision-making authority to improve efficiency.
• Document Management and Formatting – Ensure final documents, letters, and deliverables are high-quality by checking format, grammar, punctuation, and filing them in correct locations for client delivery.
• Strategic Planning Support – Assist the vice president and managers in corporate planning, strategic vision, systems, tracking, and budget requests.
• Proposal Management – Help with go/no-go forms and coordinate with proposal managers to provide necessary information (e.g., resumes, project examples, photos, graphics).
• Conference Management and Support – Manage conference registrations, sponsorships, budgets, handouts, and equipment; track client relationships and ensure equipment is returned in working condition.
• Project Support – Provide support as needed, including social media posts, data compilation, research, QC, printing, document production, and report delivery.
• Special Projects – Design graphics, tables, or other visual aids to support the organization’s strategic plan or office growth projects.

Requirements

• A bachelor's degree in a related field or 5+ years of related experience.
• High level of confidentiality, attention to detail, accuracy, productivity, and communication skills.
• Ability to work independently, efficiently, and in an organized manner.
• Experience working with a varied team of designers and technical staff to ensure accuracy and efficiency on work products; strong networking and relationship-building skills.
• Proficiency in computer programs including Microsoft Word, Excel, PowerPoint, Publisher, InDesign, Adobe, Deltek, and CRM software.
• Demonstrated superior writing, research, project management, and organizational skills.
• Ability to lift up to 30 lbs.
• Valid driver's license and good driving record.

Preferred Qualifications

• Strong communication skills, comfortable working both independently and with a team.
• Dependable, organized, flexible, service-minded, open to learning new things, and able to multitask.
• Graphic design, video editing, and InDesign capabilities (helpful but not required).
• Ability to maintain a positive attitude and establish a professional, welcoming, and inclusive environment.
• Experience with Adobe Suite and Microsoft Publisher.
• Understanding of the engineering, environmental, or design industry, or previous experience working for an industry consulting company.

Benefits

• Health, dental, and vision insurance.
• Short- and long-term disability and life insurance.
• Employee Stock Ownership Plan (ESOP) and 401K with company match.
• Paid time off (PTO), paid holidays (including two floating holidays), and a flexible work schedule.
• Professional development opportunities.

Note: Benefits vary depending on job status.