Administrative Assistant

About the role

In the role of Administrative Assistant, we'll count on you to:

• Self-motivation and professionalism are key for this position along with the ability to thrive in a team atmosphere
• Excellent communicator, friendly, engaging, possess good judgment, including common sense, able to think on your feet, able to prioritize multiple tasks and meet deadlines in a fast-paced environment
• Provide administrative support for staff in designated work location
• Proficient in MS Office, Word, Excel, PowerPoint, and Outlook
• Experience with SharePoint and Adobe Acrobat Pro a plus
• Strong written communication skills including grammar, punctuation, proofreading, and spelling
• Support multiple manager schedules and emails
• Reception duties to include answering and directing telephone calls, delivering messages, greeting employees/clients and visitors
• Manage incoming/outgoing mail and packages
• Open and close office building daily (office hours are 8am to 5pm M-F)
• Schedule conference calls
• Assist with meeting set-up including conference room bookings and catering
• Conference Room AV knowledge a plus
• Manage inventory of office and kitchen supplies
• New hire desk set-up, coordinated with IT
• Facilitate expense report submission
• Support project with supervisor approval
• Support vehicle fleet management: Maintenance, repairs, oil changes, detailing
• Licensing
• Develop and maintain a good working relationship with building property management
• Maintain vended services agreements
• Frequently communicate with direct supervisor and office lead on processes and procedures
• Maintain office in a neat and orderly fashion
• Must be able to lift 20 pounds
• Other duties as needed

Responsibilities

Self-motivation and professionalism are key for this position along with the ability to thrive in a team atmosphere. Excellent communicator, friendly, engaging, possess good judgment, including common sense, able to think on your feet, able to prioritize multiple tasks and meet deadlines in a fast-paced environment.

Provide administrative support for staff in designated work location. Proficient in MS Office, Word, Excel, PowerPoint, and Outlook. Experience with SharePoint and Adobe Acrobat Pro a plus. Strong written communication skills including grammar, punctuation, proofreading, and spelling. Support multiple manager schedules and emails. Reception duties to include answering and directing telephone calls, delivering messages, greeting employees/clients and visitors. Manage incoming/outgoing mail and packages. Open and close office building daily (office hours are 8am to 5pm M-F). Schedule conference calls. Assist with meeting set-up including conference room bookings and catering. Conference Room AV knowledge a plus. Manage inventory of office and kitchen supplies. New hire desk set-up, coordinated with IT. Facilitate expense report submission. Support project with supervisor approval. Support vehicle fleet management: Maintenance, repairs, oil changes, detailing. Licensing. Develop and maintain a good working relationship with building property management. Maintain vended services agreements. Frequently communicate with direct supervisor and office lead on processes and procedures. Maintain office in a neat and orderly fashion. Must be able to lift 20 pounds. Other duties as needed.

Qualifications

Associate degree 5+ years’ experience in an admin assistant/receptionist capacity supporting an energetic office. Experience in any of the following fields are helpful: architectural, engineering, consulting, or construction services.

High School diploma or equivalent. Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills. Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment. Self-motivated, well-organized and detail-oriented. Ability to handle confidential information. Proficiency with MS Office including Word and Outlook. An attitude and commitment to being an active participant of our employee-owned culture is a must.

Benefits

We consider all qualified applicants, regardless of criminal histories, arrest and conviction records. HDR is an Affirmative Action and Equal Opportunity Employer. We are committed to the principles of employment equity. We provide a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time away, parental leave, paid holidays, a retirement savings plan with employer match, employee referral bonus and tuition reimbursement.