Senior Administrative Assistant

Overview

Manage office operations, support staff, handle documents, scheduling, and supplies.

Key Responsibilities

• report writing
• production support
• document formatting
• calendar management
• remote support
• office coordination

Tasks

-Preparing complex and confidential letters, technical memoranda, and reports for professional and managerial staff review and action. -Providing excellent support and service to the technical staff, office leaders, clients, vendors, colleagues, and others. -Providing production support (e.g., formatting, printing, binding), including client deliverables, while ensuring the highest quality standards and client service are maintained, both internally and externally. -Assisting in additional administrative duties as required. -Maintaining the organization and maintenance of records, files, and correspondence. -Completing project document format reviews of work produced by office staff for quality control purposes, including verifying formatting details are used correctly, updating and applying the approved styles, or applying the approved template. -Assisting executives with various reports and communications, such as monthly project reports and meeting minutes, and planning and coordinating meetings and events. -Takes initiative to complete and maintain the workload and uses sound judgment. -Providing remote support for our New York City and Woodbury NY offices and visiting them as needed. -Assisting in updating and maintaining multiple calendars and tracking facility and equipment assignments. -Working as the person responsible for the office activities running well and efficiently, including but not limited to, providing support to office staff, developing and editing reports, scheduling meetings and travel, monitoring, ordering, and organizing supplies, maintaining office equipment, helping onboard new hires. -Preparing and scheduling activities such as internal business meetings, client or third-party appointments, and general office events, including scheduling conference room use and catering needs.

Requirements

• microsoft office
• adobe pro
• bluebeam
• notary
• high school
• 4 years

What You Bring

CDM Smith has an immediate need for a Senior Administrative Assistant to manage the daily needs of the office, working 5 days a week in our Edison, NJ office. Amount Of Travel Required -Previous experience working in the engineering and consulting industry is highly desirable, in mid-to large-sized corporate office management. -Equivalent additional directly related experience will be considered in lieu of a degree. -Good communication skills. -Notary certification a plus. -Excellent follow-through, research, problem resolution, and completing tasks on time. -Excellent time management skills. -Knowledge using Microsoft Office Suite, particularly MS Word experience with formatting documents using a defined template and following a style guide, Excel, PDF (Adobe or Bluebeam). -The ability to handle multiple tasks while maintaining quality control under tight deadlines. -4 years of related experience. -Basic knowledge of PowerPoint. -Strong organizational and communication skills. -Knowledge of Adobe Pro or Bluebeam is strongly preferred. -Ability to collaborate as a team player. -Acute attention to detail, an eye for quality, the ability to maintain organization, and the ability to work as a team player with internal and external customers. -High School diploma or equivalent. -Client service mentality with the ability to support all levels in the organization.

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Benefits

Minimum Qualifications

About Cdm Smith

-It has evolved into a global leader in delivering engineering, environmental, and construction services. -The firm specializes in complex infrastructure projects that address environmental, energy, and water resource challenges. -With a wide range of capabilities, the company has delivered iconic projects in transportation, utilities, and industrial sectors. -The firm has a strong focus on providing sustainable solutions to tackle the most pressing infrastructure needs worldwide. -Its projects often involve advanced technologies and innovative design, particularly in water resources and environmental remediation. -The company’s work spans a diverse range of sectors, from heavy civil construction to energy, government, and transportation. -A standout project includes its involvement in critical infrastructure for water treatment and wastewater systems around the globe. -Known for its commitment to quality, the firm prides itself on turning complex challenges into successful, long-term solutions.

Sector Specialisms