Administrative Assistant

About the role

DOWL is a highly reputable professional services consulting firm founded over 60 years ago. Our foundation is built on four core values: Inclusion, Integrity, Innovation, and Inspiration. We seek an Administrative Assistant who will support our local office operations and contribute to companywide initiatives.

Responsibilities

• Greet visitors and callers, determine needs, and direct them to appropriate staff; answer and route incoming calls and take messages as needed.
• Maintain office physical security and access protocols.
• Manage office scheduling logistics, including conference room calendars and fleet vehicle reservations; coordinate fleet maintenance and repairs.
• Oversee office operations and common areas, including break rooms, coffee stations, and meeting spaces; coordinate refreshments for meetings as needed.
• Manage incoming and outgoing mail and shipments, including sorting, delivery, postage, and expedited shipping.
• Order and maintain inventory of office supplies and equipment.
• Support office safety efforts by assisting with first aid inventory and coordinating local safety efforts.
• Provide administrative support by executing assigned tasks, including data entry, document preparation, copying, and scanning.
• Aid in project and public involvement activities by preparing materials and completing assigned coordination tasks.
• Support office and company initiatives by completing assigned tasks and assisting with coordination efforts led by others across departments (accounting, marketing, operations, HR).
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other duties as assigned.

Qualifications

• 2+ years of administrative experience, preferably in a professional services or engineering environment.
• Strong attention to detail, organizational skills, and ability to juggle multiple priorities.
• Excellent communication skills and a collaborative, can-do attitude.
• Proficiency with Microsoft Office Suite (Teams, Outlook, Word, Excel) and Adobe PDF.
• Familiarity with document formatting and production.
• A commitment to delivering high-quality work in a fast-paced, deadline-driven environment.