Administrative Associate

About the role

The Administrative Associate will interface with all departments in the firm, demonstrating problem-solving skills, effective teamwork, and respect for deadlines while providing administrative talents. This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and strong problem-solving skills. Success demands the ability to juggle multiple priorities, pivot swiftly in response to changing business needs, and handle projects with accuracy and efficiency in a remote environment. The role supports general staff operations, ensuring seamless file management, meticulous document handling, and effective communication, while collaborating with various departments as a key member of the Operations Team.

Responsibilities

• General Staff Support (70%)
  • Process expense reports for executive leadership, including receipt collection, policy compliance review, and timely submission through the company's expense management platform. Manage discrepancies with cardholders and finance to ensure accurate, on-time reimbursement.
  • Maintain digital files, update templates and standardized formats, manage specifications files, and track document requests, policies, and procedures.
  • Perform word processing, proofreading, spreadsheet management, data entry, and reporting. Assist with document development, production, and company presentations.
  • Monitor and manage the general company email inbox and phone messages, responding to inquiries and directing them appropriately.
  • Assist with employee and client gift research and purchases.
  • Support company training programs, including delivery to staff, and conduct various research as needed.
• Travel & Event Coordination (30%)
  • Assist with travel arrangements, industry and conference event bookings, and scheduling. Manage event tracking, meetings, and related logistics.
  • Contribute to special projects as needed.
• Complete assigned tasks and deliverables on time and on budget.
• Perform other related duties as assigned.

Requirements

• Knowledge of administrative support functions, including managing files, documenting processes, designing forms and templates using themes and styles.
• Knowledge of continuous process improvement.
• Demonstrated and progressive knowledge of administrative tasks required for an engineering firm.
• Skill in booking and arranging travel and events.
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe/Bluebeam.
• Skill using artificial intelligence, machine learning, and generative artificial intelligence. Ability to leverage AI and emerging technologies to streamline workflows, optimize operational processes, and contribute to company-wide innovation.
• Skill in database administration and analytics.
• Ability to complete assignments accurately and with attention to detail.
• Ability to analyze situations using critical thinking to determine options for path forward.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work successfully in a remote environment through effective communication, organizational skills, self-motivation, self-direction, proactiveness, and resourcefulness in a distraction-free workspace.
• Ability to maintain neat, orderly, complete documents and project files.
• Ability to analyze and prepare documents, reports, and correspondence.
• Ability to communicate effectively in both oral and written form (technical and non-technical information).
• Ability to work successfully as a member of a team and independently with supervision.
• Ability to work under pressure and meet close deadlines.
• Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements.

Physical Demands

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to remain in a stationary position.
• Frequently moving through home office.

Travel Requirements

Up to 5% travel, which may include any or all 50 US states. Travel is defined as physically leaving home for business activities, including but not limited to client sites, meetings with other employees, business development, running errands on behalf of the business, and attending industry conferences.

Qualifications

• Minimum of two years of experience in a professional office or consulting services environment.

Benefits

• Choice of comprehensive medical plans (including two PPO-style plans and a HDHP with HSA option).
• Flex spending accounts (FSA).
• Dental and vision plans.
• Comprehensive medical, dental, and vision benefits extended to spouse/domestic partner and dependent children up to age 26.
• 401k with company match and self-directed brokerage account option.
• PTO, including additional paid time off during the last week of the year.
• Company-paid life insurance coverage for employees and their eligible dependents.
• Short- and long-term disability, AD&D coverage.
• Professional development opportunities, tuition reimbursement, and professional licensing assistance.
• Paid parental leave after one year of employment.

Pay

The pay range for this role is $52,500 – $62,737.50 USD per year (Remote, United States).

CO, CA, IL, NY, WA, and Washington DC residents only: The range provided is QC Servion's reasonable estimate of the base compensation for this role. The actual amount may differ based on non-discriminatory factors such as experience, knowledge, skills, abilities, and location.