Administrative Assistant
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Job Description
Administrative Assistant Specialist supporting operations at a fully remote engineering consulting firm. Managing administrative tasks and team coordination across various projects and initiatives.
Responsibilities:
- Provide word processing, proofreading, spreadsheet and data entry and reporting
- Update specifications files and resumes
- Maintains an organized system for tracking and implementing policy and procedure updates, ensuring compliance and efficiency
- Conducts research for employee and client gifts, including SWAG, and handles the purchasing process, ensuring timely delivery and adherence to budgetary guidelines
- Assists and coordinate new hire and company training programs, including scheduling, delivery to staff and management of logistical details
- Manages company swag: sourcing, ordering, inventory and distribution
- Coordinates employee and client gifts for events and milestones
- Plans and execute team events including offsites, happy hours and Allhands meeting
- Provides general operations support across teams and track recurring administrative deadlines
- Schedules and coordinate onboarding for new hires, prepare onboarding materials and collaborate with IT and HR for setup
- Process signatories for internal proposals and maintain related documentation
- Support expense reporting
- Owns special projects and cross functional initiatives from planning through completion
- Tracks project timelines and deliverables, highlights risk and ensures follow up
- Maintains relationships with vendors and service providers, resolving issues promptly
Requirements:
- Minimum of seven years of experience in an administrative support role, preferable in a technology-driven engineering or consulting services environment
- Knowledge of administrative support functions including managing files, documenting processes, designing forms and templates using themes and styles, etc.
- Knowledge of continuous process improvement
- Skill in booking and arranging travel and events
- Advanced skill using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
- Skill using artificial intelligence, machine learning and generative artificial intelligence
- Skill in database administration and analytics
- Ability to leverage AI and emerging technologies to streamline workflows, optimize operational processes, and contribute to company-wide innovation.
- Ability to analyze situations using critical thinking to determine options for path forward
- Ability to maintain confidentiality and handle sensitive information
- Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, self-direction, proactiveness and resourcefulness in a distraction free workspace
- Ability to analyze and prepare documents, reports and correspondence
- Ability to communicate effectively in both oral and written form (technical and non-technical information)
- Ability to work successfully as a member of a team and independently with supervision
- Ability to work under pressure and meet close deadlines
- Organizational skills, with the ability to manage multiple tasks simultaneously and adapt to changing business requirements as necessary
Benefits:
- Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
- Health reimbursement account (HRA), flex spending accounts (FSA)
- Dental and vision plans
- Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
- 401k with company match and self-directed brokerage account option
- PTO including additional paid time off during the last week of the year
- Company paid life insurance coverage for employees and their eligible dependents
- Short and long-term disability, AD&D coverage
- Professional development opportunities, tuition reimbursement and professional licensing assistance
- Paid parental leave after one year of employment
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