Administrative Assistant

WSP is seeking an Administrative Assistant for our Tallahassee, FL office. This role supports Team 6 and contributes to a growing organization focused on meeting client objectives and solving challenges.

About the role

Provides administrative support to staff, including:

• Scheduling team, project, and client meetings; drafting minutes, follow-ups, and coordination
• On-site meeting support: printing, catering, travel arrangements, seating, and AV needs
• General office administration: upkeep, liaison with building management for maintenance (e.g., HVAC), and building/parking access cards
• Receptionist duties: answering calls, maintaining phone lists, and welcoming guests
• Processing incoming/outgoing U.S. and overnight mail, faxes, and packages
• Ordering computers, accessories, supplies, and business cards for employees
• Assisting with new hire onboarding (I-9 completion, IT equipment setup) and offboarding (collecting IT equipment and security cards)
• Coordinating onsite training events, webinars, and safety/compliance programs (e.g., fire extinguisher inspections, AED/CPR certification, first aid kits)

Responsibilities

• Tracking task orders, project contracts, and maintaining project plans/procedures manuals
• QA review of reports and correspondence; field work coordination
• Assisting with financial reports: spreadsheet consolidation, data tracking, senior staff tracking, and travel/expense report support
• Monthly/periodic national budget and/or utilization reports
• Supporting marketing leads with RFP/proposal tracking and delivery
• Processing Accounts Payable and Sub queue invoices
• Serving as on-site IT liaison for Service Desk coordination (e.g., new computer setup, equipment returns, server/HVAC issues, AV assistance)

Requirements

• 3+ years of administrative support experience (Associate’s Degree can substitute for 1 year)
• High School Diploma or GED
• Self-starter capable of working with minimal direction
• High level of professionalism and positive attitude in interactions with colleagues, clients, and guests
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Comfortable in a fast-paced environment with short deadlines, interruptions, and multitasking
• Excellent interpersonal, written, and verbal communication skills
• Initiative to anticipate needs and complete tasks proactively
• Strong prioritization, time management, and attention to detail
• Team player with discretion and confidentiality
• Technological skills for data entry, calendar management, and report creation
• Commitment to workplace safety and adherence to WSP’s health, safety, and conduct policies

Preferred Qualifications

• Experience in the consulting industry
• Knowledge of Oracle and Adobe Professional

About WSP

WSP USA is the U.S. operating company of WSP, a global engineering and professional services firm. We design solutions in buildings, transportation, energy, water, and environment markets. With over 15,000 employees in 300+ U.S. offices, we partner with clients to help communities prosper. WSP offers a flexible workplace model and comprehensive benefits, including medical, dental, vision, disability, life, and retirement savings.