ADMINISTRATIVE ASSISTANT - PUBLIC WORKS

About the role

The Administrative Assistant will provide administrative and clerical support to the Director of Public Works, Industrial and Logistics, and Urban Design teams.

Responsibilities

• Timely preparation of quality proposals, correspondence, transmittals, and electronic document submittals.
• Accurate set up new projects in Deltek Vantagepoint and maintenance of invoices and documentation.
• Schedule and organize meetings through Outlook, arrange conference room setups, lunch set-up, record meeting minutes for various managers, and participate in training sessions.
• Review and process employee expense reports and support client invoicing activities to ensure accuracy, completeness, and timely submission.
• Maintenance of electronic filing systems.
• Cooky/courier/UPS shipments, including occasional hand-delivery of plan sets or sensitive materials.
• Track professional development and professional organizations.
• Cooky/civil design/cooky/civil engineering/cooky/team building/cooky/philanthropic activities.
• Occasional local travel to deliver plans. Provide support for the reception desk.
• Other duties as assigned.

Qualifications

• Minimum of seven years of administrative experience in a business environment, including direct support to senior-level leadership.
• Proficiency with the full Microsoft Office suite is required.
• Excellent organizational and administrative skills.
• Technical and software proficiency: Experience using Microsoft Office suite (Word, Excel, Outlook, and Power Point) and PDF editor.
• Document control and quality assurance: Tracking submittals and other project documents; and following compliance standards for documents.
• Attention to detail: ensuring accuracy in data entry, catching formatting errors and missing information.
• Time management and prioritization: handling multiple projects, knowing when to escalate issues, and working efficiently in a deadline-driven environment with a cheerful demeanor.
• Professionalism and reliability: maintaining confidentiality, representing the firm well with client interactions, and consistent follow-through and accountability.
• Basic mathematical skills, e.g. averages, percentages.
• Excellent professional oral and written communication.
• Team focused with excellent interpersonal abilities: the ability to establish and maintain effective working relationships with others; being both responsive and thoughtful.

Benefits

• Medical
• Dental
• Vision
• Pharmacy
• Medical & Dependent Care FSAs
• Paid vacation
• Paid sick leave
• Paid personal leave
• Paid community service time off
• Paid parental leave
• 401(k) with match
• Company paid life insurance
• Wellness reimbursement
• Employee recognition program
• Bonus eligibility