Administrative Assistant

Description

• Managing calendar of shared office resources including conference rooms, booking time slots and handling scheduling conflicts as necessary.
• Maintain kitchen and office supplies by tracking inventory, anticipating future needs, ordering as needed, and keeping supplies stocked.
• Schedule and arrange courier services. Sometimes, you might be the courier delivering plan sets or other documents to our local clients.
• Support project managers and team members as needed.
• Working at the front desk answering the phone, greeting visitors and clients.
• Occasional driving to a variety of locations will be required.
• Supporting other office admins while they are out of office.
• Coordinating various building maintenance activities with property management company and internal facilities management team.
• Managing Fed Ex/UPS/USPS including: ordering/printing postage and mailing supplies as needed; making labels; picking up the mail and distributing it; managing interoffice and other outgoing mail.
• Occasionally support other offices: conferences, trainings, reservations, etc.
• Coordinating office staff meetings.
• Receiving and processing office invoices.
• Assist with the production of project submittals and agency/client deliveries.
• Occasional need to shift regular hours to accommodate special events.
• Coordinating office in-person/virtual interviews.
• Assist Project Managers with contract processes and preparing contract documents, request insurance certificates.
• Ordering catering for internal and external meetings as requested, including facilitating multiple catering orders, conference room set up and break down.
• Lift or maneuver boxes up to 30 pounds, with or without accommodation.
• Assist with producing plans, project manuals and reports (copying, printing and/or scanning documents) as needed.
• Coordinating client and employee appreciation gifts.
• Coordinating travel and completing monthly expense reports for practice as requested.
• Coordinating building/office access, parking, and desk space for new hires and office visitors

Requirements

• Maintains a valid driver’s license and reliable transportation.
• Outstanding organizational and prioritization skills with ability to meet deadlines.
• Team player; works well with different types of people.
• Strong writing, editing and proofreading skills.
• Able to sit/stand for extended periods and bend/stoop/pull/push occasionally. Sit Stand desk is supplied to all employees.
• Strong attention to detail and ability to multi-task and prioritize in a fast-paced environment while supporting multiple project managers.
• Strong communication and interpersonal skills necessary for efficient and effective communication with co-workers, leaders, vendors and clients; including professional demeanor/phone voice.
• Regular and reliable in-office attendance during assigned work hours, Monday – Friday, which are necessary for delivering on assignments and duties, providing coverage as a team and collaborating with clients and teammates. (The office’s core work hours are 7:30 am - 5:30 pm Monday – Thursday and Friday, 7:30 am – 11:30 am.)
• Proficiency with MS Office including Word, Excel, PowerPoint, Outlook, and Adobe
• Strong organizational skills.

Benefits

• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.

Training + Development

Interview process

Visa Sponsorship

Security clearance