Administrative Senior Associate

• Word processing, proofreading, spreadsheet data entry and reporting
• Updates to specifications files
• Assist with proposal processes
• Creation and maintenance of internal resumes
• Support company training programs by coordinating staff delivery and managing all onboarding training schedules
• Assist in the creation, preparation, tracking and presentation of internal company-wide meetings, including monthly, quarterly and ad hoc sessions
• Assist and track policy and procedure updates
• Assist with employee and client gift research and purchase
• Assist with swag logistics
• Assist with file management, including updates to new templates / standardization
• Assist with and track document requests, ensuring timely fulfillment and accurate recordkeeping
• Manage the company’s general email inbox and phone messages, responding to inquiries and directing them to the appropriate department or Manager

• Book travel arrangements and register staff for industry events, including coordination, reservations and tracking
• Email and schedule management
• Company meeting presentation development and content coordination amongst contributors
• Expense management
• Special projects for Department Directors

Performs Other Related Duties as Assigned

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
• Knowledge of booking and arranging travel and events
• Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
• Skill in 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 completing assignments accurately and with attention to detail
• Skill in typing with minimal errors
• 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 maintain confidentiality and handle sensitive information
• Ability to work successfully in a remote environment through effective communication and organizational skills, self-motivation, proactiveness and resourcefulness in a distraction free workspace
• Ability to maintain neat, orderly, complete documents and project files
• Ability to analyze and prepare documents, reports and correspondence
• 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

• Up to 5%, this may include travel to any or all 50 US states
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

• Minimum of five years of experience in a professional office or consulting services environment and providing executive level support