Administrative Assistant

About the role

The firm seeks an Administrative Assistant in Bismarck, ND.

Responsibilities

- Assists management with administrative tasks such as tracking and compiling information of interest. - Prepare reports and presentation materials to support internal teams and leadership needs. - Independently format, edit, and finalize reports, and maintains clear, accurate, and user-focused technical documents that communicate complex information to internal and external audiences. Collaborates with project teams to apply standards, and ensure documentation is complete, consistent, and easy to use. - Edits, and formats technical reports, procedures, manuals, specifications, proposals, and other documentation. - Works with engineers, project managers, and subject matter experts to verify reference information for proper report referencing in the documentation. - Reviews content for clarity, accuracy, grammar, consistency, and compliance with company standards and client requirements. - Edits documents to ensure templates, formatting standards, and style guidelines are being implemented. - Coordinates document reviews, incorporates revisions, and manages version control throughout the document lifecycle. - Assists with document production, final quality checks, and preparation of deliverables for internal use and client submittal. When performing a detailed quality control review, you should ensure accuracy, consistency, and professional presentation. - Work closely with engineers, project managers, and subject matter experts to ensure project deadlines and expectations are met. - Build and maintain strong internal working relationships to support team success. - Coordinates meetings, prepares agendas, reserves and/or prepares facilities and arranges catering. - Organizes and maintains file system. Apply consistent techniques to ensure uniformity and usability. - Identify and implement process improvements to ensure effective use of resources. - Offer cross-office traveling employees administrative support whenever possible. - Assists other staff with proposal development, assembly, and submittal. - Composes routine correspondence. - Makes copies of correspondence or other printed materials - Routes incoming mail. Prepares outgoing mail and correspondence, including faxes. - Answers and screens telephone calls and arranges conference calls. - Orders and maintains supplies and arranges for equipment maintenance. - Coordinates and plans social office functions and other activities as needed.

Requirements

- Associate's degree or equivalent from a 2-year college or technical school plus 1-year related experience and/or training; or equivalent combination of education and experience. - Knowledge of administrative and office procedures and systems such as Microsoft Word, managing files and records, designing forms, and workplace terminology. - Must be able to read, review, and prepare detailed written materials with a high degree of accuracy. - Two or more years of experience in technical writing, editing, document control, including experience with APA formatting and citation standards. - Excellent writing, editing, proofreading, and verbal communication skills. - Strong working knowledge of Microsoft Office and document formatting; experience with templates, style guidelines, revision tracking, and referencing features. - Strong attention to detail, time management, and ability to manage multiple deadlines. - Ability to work both independently and with others. - Valid driver’s license with a good driving record required.