Administrative Assistant

Mead & Hunt, a nationally recognized professional services consulting firm, has an exciting opportunity for a full-time, highly motivated administrative assistant to support the Aviation Engineering Midwest Department and office staff in our Middleton, WI (greater Madison area) office.

Responsibilities

• Type, proof, and edit correspondence, reports, contracts, addenda, meeting minutes, bid proposal forms, and specifications
• Process contract change orders, construction administration forms, and/or other documents
• Assist with set-up of initial project file information; maintain files, and preparation of close-out documentation
• Assist with report production and provide managers with backlog, subcontractor billing, budget status, and project financial status as requested
• Enforce corporate style standards
• Review and edit documents produced by department staff for consistency with company guidelines
• Monitor and maintain inventory including office supplies, office equipment, postage accounts, conference areas, vehicles, and kitchenette areas (if applicable)
• Assist with tasks requested by corporate management departments, including:
  • New employee orientation as requested by the human resources department
  • Proposal requests by marketing and communications
  • Equipment monitoring as requested by information technology
  • Event planning for office and corporate functions
• Coordinate office operations with building management
• Assist in scheduling lodging and meal reservations for traveling Mead & Hunt staff
• Other duties as assigned

Requirements

• Associate’s degree from an accredited college or university in a related field and at least 4 years of relevant office experience, OR
• If no degree, 6 years of related office experience

Qualifications

• At least 10 years of administrative office experience is highly preferred
• Proficiency in handling and proofreading complex documents, ensuring accuracy and adherence to corporate standards
• Proficiency in Microsoft Office suite, MS Project, Vision and/or AEC360, Adobe/Bluebeam, and other relevant programs
• Excellent telephone etiquette, strong organizational and grammar skills, and effective communication ability
• Strong problem-solving, listening, and clarification skills
• Ability to take and carry out instructions, and strong interpersonal skills
• Ability to multi-task and create quality products
• Ability to work for long periods at a computer/monitor

Benefits

• Medical, dental, and vision insurance
• Paid time off and paid sick leave
• Parental leave
• 401K plan with a generous company match
• Life and disability insurance
• Employee assistance program

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position. Employment is contingent upon successful completion of applicable pre-employment screening requirements.