Administrative Assistant

Description

• Support the Finance team with reconciling receipts and maintaining organized financial records.
• Provide day-to-day assistance with scheduling, meeting coordination, and document preparation.
• Assist with planning and execution of company-wide events,
• Prepare welcome packages for new hires and coordinate Day 1 logistics.
• Support tracking of employee recognition programs, milestone celebrations, and company swag orders.
• Manage incoming and outgoing mail, packages, and office correspondence.
• Partner with the Director of Administration to drive employee engagement and maintain a positive, collaborative workplace.
• Support scheduling of meetings, conference rooms, and company events.
• Help organize quarterly MVP and Award programs.
• Assist with basic expense tracking, invoice processing, and vendor onboarding paperwork.
• Support preparation of reports, presentations, and meeting materials.
• Coordinate client lunches and gifts for staff and executives.
• Assist with creation and distribution of internal communications, company updates, and newsletters.
• Assist in scheduling candidate interviews and facilitate communication between applicants, hiring managers, and recruiters.
• Assist in managing administrative project deadlines, tracking action items, and following up on deliverables for Administrative Director
• Provide calendar management and scheduling support to the Director of Administration and other leaders as required.
• Assist the HR Generalist with onboarding, offboarding, and maintaining personnel files.
• Act as the first point of contact for calls, emails, and visitors, routing inquiries to appropriate personnel.
• Support the Office Manager in coordinating facilities requests, office supply orders, and vendor follow-ups.

Requirements

• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong interpersonal skills with the ability to interact across all levels of the organization.
• Familiarity with telecom, civil/structural engineering, or field operations environments.
• Comfortable using project management and collaboration tools (e.g., Teams, SharePoint, QuickBooks, Expensify).
• Experience supporting HR, recruiting, or finance functions.
• Prior experience managing internal communications or social media updates.
• Adobe Acrobat
• Discreet and professional with confidential information.
• Minimum 2 years of administrative support experience (preferably in engineering, telecom, or a professional services environment).
• Experience coordinating schedules, travel, and vendor communications.
• Highly organized and detail-oriented.

Benefits

• Vision insurance
• Bonus based on performance
• 401(k) matching
• Health insurance
• Dental insurance
• Paid time off

Training + Development

Interview process

Visa Sponsorship

Security clearance