Administrative Assistant

Description

• Organize meetings, training sessions, lunch and learns, webinars, and conference calls.
• Assist with any billable project work from Project Managers (10% target utilization)
• Distribute and coordinate mail and/or track packages to staff members.
• Send email reminders/notifications to appropriate staff on birthdays.
• Assist with preparation of project set up forms.
• Coordinate and distribute all office keys and key cards.
• Deliver project and proposal submittals to clients.
• Plan monthly birthday/anniversary celebrations.
• Update office Outlook calendar to show conference room reservations, events, approved time off, traveling staff location, birthdays, holidays, etc.
• Maintain orderly and organized appearance within public areas, such as front desk, kitchen and conference rooms.
• Coordinate with building management for any office space repair/maintenance issues.
• Maintain office equipment and coordinate all necessary maintenance.
• Assist and guide new employees with completion of all on-boarding documentation.
• Assist Project Managers with any AR collection.
• Maintain and distribute emergency preparedness plans to staff on annual basis.
• Assist project staff with assembly of project submittal packages.
• Update new contacts within Deltek database.
• Greet visitors at the front desk.
• Notarize contract documentation.
• Assist marketing staff with assembly of proposal submittal packages.
• Order all office supplies, including copy room and kitchen.
• Answer and transfer phone calls.
• Assist and coordinate any meetings to be scheduled for the Office Manager and reserve conference room(s)
• Assist with taking photographs for marketing purposes of completed projects.
• Responsible for event registration for all local events, update companywide event spreadsheet, coordinate payment for event, coordinate travel, send Outlook calendar invitations to staff attending the event, and prepare any materials needed for event.
• Order meals for any staff lunches or events within the office.

Requirements

• College degree is preferred.
• Past experience in an engineering or architecture firm
• Highly organized, detail-oriented and able to multi-task
• 7 years of experience as an administrative assistant
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook and Teams
• Experience and expertise with contracts is preferred
• Ability to work independently and as part of a team supporting the office and other groups tied to the office
• Excellent communication skills - verbal, written (handwriting/typing) and interpersonal skills.
• Strong sense of urgency, project responsibility and initiative
• Good communication and writing/typing skills, including quality control for grammar, spelling and punctuation of letters.

Benefits

Chen Moore and Associates is a company which is unique in its commitment to quality. We are proud of our high standard of professionalism and the quality of service provided to our clients. We strive to establish a sense of pride and loyalty in our employees by maintaining a tradition of excellence in our work and a sense of family in our culture. We also aim to provide an environment that inspires and promotes individuals to reach the full extent of their potential and to continue in their personal “Search for Excellence.” We offer a career opportunity rather than a job – an opportunity that will take our employees as far as they want it to go. You will find that both the management and employees of CMA are dedicated to high achievement and genuinely concerned about employee job satisfaction. In order for us to maintain high standards of excellence, we endeavor to have the finest personnel and only acquire those whom we consider to not only meet the high standards we set for ourselves as a firm, but those who will also blend with the firm culture. Your success is important to all of us.

Chen Moore and Associates is a Great Place to Work!

• Flexible Spending Accounts with Debit Card
• Medical, Vision and Dental Insurance
• Cell phone
• Short-Term and Long-Term Disability
• Supplemental benefits
• Paid time off and paid holidays
• Voluntary Plans (Supplement Health, Critical Illness/Cancer, Accident)
• Mentorship programs
• 401(k) Plan – Competitive Employer Match
• Life and AD&D Insurance
• Flexible work schedules
• Voluntary Life with Dependent Coverage

Training + Development

Interview process

Visa Sponsorship

Security clearance