Office Manager-Administrative Assistant

Overview

Provide executive support and coordinate operations for senior leadership at an engineering firm.

Key Responsibilities

• executive support
• meeting coordination
• stakeholder liaison
• presentation prep
• action tracking
• travel logistics

Tasks

-Manage and optimize the Leadership Team time, balancing client meetings, project reviews, strategy sessions, partner engagements, and travel. -Problem-solving - We make it a priority to help guide communities and clients through a rigorous, collaborative process aimed at resolving complex infrastructure design challenges with innovative, cost-effective solutions that promote sustainability and improved quality of life. -Plan and coordinate internal and external meetings, including agenda creation, materials preparation, minute-taking, and follow-up tracking. -Serve as a liaison between the Leadership Team, Cranston's technical teams (engineering, landscape architecture, surveying), partner firms in the HFW network, and municipal or client stakeholders. -Assist with preparation of presentations, briefing materials, and strategic reports for internal leadership reviews and external stakeholder meetings. -Contribute to project follow-up and action item tracking, ensuring timely updating and reporting of deliverables. -Support tracking of strategic initiatives, capital funding projects, regulatory reviews, and performance metrics. -Help onboard new hires or contractors, track deliverables, and maintain documentation and compliance records. -Coordinate travel logistics, lodging, and itineraries for regional site visits, conferences, community meetings, and business development events. -Office management of supplies, maintenance, leases, licenses, etc. -Assist the Leadership Team in preparations for speaking engagements, client or municipal presentations, regional leadership events, and public-facing meetings, ensuring all logistics, materials, and follow-up are managed. -Screen and triage executive communications-including email, calls, and written correspondence-and assist in drafting responses or routing action items. -Assist in organizing and maintaining digital and physical filing systems relevant to project planning, funding, municipal approvals, construction inspection, and client documentation. -Help plan and manage Cranston Cares and other community outreach events, including coordination with local agencies, public meetings, and philanthropic initiatives. -Support coordination efforts with partner firms in The HFW Companies network for expansion and collaborative projects.

Requirements

• microsoft 365
• pace/iaap
• bachelor's
• 5+ years
• executive admin
• project coordination

What You Bring

-Discretion and judgment in handling confidential and sensitive information. -Proactive, self-motivated, and anticipatory-able to see ahead, plan, and problem-solve. -Ability to work collaboratively across multi-disciplinary teams and external partners. -Cultural alignment with Cranston's values: collaborative excellence, problem-solving mindset, entrepreneurial drive, and commitment to community impact. -Certification in administrative or office management (e.g., PACE, IAAP, MOS) is valued -High integrity and professional demeanor, with strong interpersonal skills. -Strong organizational, planning, and time-management skills, with ability to manage complex travel and meeting schedules. -Capacity to remain composed and efficient in a dynamic professional environment. -Bachelor's degree or administrative certification is beneficial. -Experience coordinating project-driven workflows, stakeholder interactions, and event logistics. -Experience supporting regional travel and multi-office scheduling is a strong plus. -Familiarity or comfort working in regulated, project-driven industries (e.g. engineering, civil infrastructure, municipal permitting). -Familiarity with community or municipal project processes, planning, or infrastructure projects is preferred. -5+ years of executive-level administrative or assistant experience, ideally supporting senior leaders in design, engineering, construction, or professional service firms. -Excellent written and verbal communication, including the ability to draft professional correspondence and meeting summaries. -High proficiency with Microsoft 365 tools (Outlook, Word, Excel, Teams), digital document/file management, and collaboration platforms.

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Benefits

-Bi-Annual Profit/Bonus Distributions: -Entrepreneurial Culture: Work in a dynamic, entrepreneurial environment that encourages innovation and offers growth opportunities for driven professionals. -Collaborative Learning & Career Development: Enjoy a collaborative atmosphere that promotes multi-disciplinary learning and provides ample career advancement opportunities. -401(k) Contribution Match:

About Cranston

-Baldwin Engineering Company and Cranston Associates merged to shape infrastructure in the Southeast. -Led by Craig Cranston, evolved into a full-service powerhouse offering engineering, landscape architecture, planning, and surveying. -Part of The HFW Companies’ national network since 2022, accelerating growth and regional impact. -Typical projects include municipal complexes, hospitals, schools, parks, roads, bridges, dams, and pedestrian structures. -Expertise spans transportation, water-resource systems, structural design, landscape architecture, and land surveying. -Leads construction engineering, inspection, and capital-funding program management. -Manages historic canal and dam preservation, engineering of marine structures, and underwater bridge inspections. -Financially private-equity backed, reporting steady growth under HFW’s strategic investment platform. -Client focus includes public and private sectors—from municipal governments to private development and infrastructure.

Sector Specialisms