Part Time Administrative Assistant

Job Description

Supports an organization by performing administrative services such as report management, scheduling appointments, organizing, and maintaining paper and electronic files, or providing information to callers.

Edits, 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.

Essential Functions

• Aids management with administrative tasks such as tracking and compiling information of interest.
• Prepares reports and presentation materials to support internal teams and leadership needs.
• Independently formats, edits, and finalizes 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.
• Collaborates with project teams to apply standards, and ensure documentation is complete, consistent, and easy to use.
• 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, ensures accuracy, consistency, and professional presentation.
• Works closely with engineers, project managers, and subject matter experts to ensure project deadlines and expectations are met.
• Builds and maintains strong internal working relationships to support team success.
• Captures and coordinates meetings, prepares agendas, reserves and/or prepares facilities and arranges catering.
• Organizes and maintains file system.
• Applies consistent techniques to ensure uniformity and usability.
• Identifies and implements process improvements to ensure effective use of resources.
• Offers cross-office traveling employees administrative support whenever possible.
• Aids 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.
• Captures and coordinates social office functions and other activities as needed.

Specific Requirements

• May occasionally lift and/or move up to 40 pounds.

Qualifications

• 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.

Additional Information

As part of our talented staff, you will enjoy competitive pay, flexible schedule, annual HEI logo apparel and more. Additionally, view our careers page to read about HEI being selected as one of the ENR top 500 design firms and as one of the Prairie Businesses 50 best places to work for several years in a row!

EEO AA M/F/Vet/Disability