Office Manager-Administrative Assistant

Description

• 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

• 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.

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:

Training + Development

Interview process

Visa Sponsorship

Security clearance