Administrative Assistant

Job Description:

Overview:

This position provides comprehensive administrative support to multiple project teams, ensuring the smooth and efficient execution of daily operations and deliverables. The Administrative Assistant will oversee the daily operations of the office, ensuring efficiency and effectiveness in administrative processes to include maintaining office equipment and supplies, coordinating office activities.

Responsibilities:

• Create, edit, and produce detailed documents, including letters, proposals, reports, spreadsheets, and memorandums, using the Microsoft Office Suite.

• Support multiple managers and executives by managing documentation and ensuring the timely delivery of materials.

• Handle and process sensitive and confidential information with discretion and professionalism.

• Organize, retrieve, and maintain corporate documents, records, and reports through effective filing and scanning practices.

• Coordinate calendars, schedules, meetings, trainings, and travel arrangements as needed.

• Prepare meeting agendas, arrange catering, and coordinate logistics for client and internal meetings, as well as special celebrations.

• Serve as a point of contact at the front desk by welcoming guests, answering phones, and directing inquiries in a professional and courteous manner.

• Coordinate with building management and vendors regarding office maintenance requests, facility-related issues, and general office space needs.

• Maintain office equipment and coordinate repairs or replacements as necessary.

• Oversee office supply inventory, ordering materials as needed and ensuring cost-effective purchasing.

• Assist with general office management responsibilities, including maintaining common areas, stocking supplies, coordinating office needs, and supporting day-to-day office operations.

• Perform other duties and responsibilities as assigned.

Qualifications:

• Minimum of 5 years of experience in a similar administrative support role.

• Proven experience handling highly sensitive and confidential information.

• Exceptional communication skills, both verbal and written.

• Strong interpersonal skills with the ability to interact effectively across all levels of the organization.

• Proficiency in Microsoft Office Suite and document review software, such as Bluebeam or Adobe Acrobat.

• Ability to meet deadlines and adapt to shifting priorities with professionalism and efficiency.

• High attention to detail and accuracy in work output.

• Demonstrated ability to work independently, take initiative, and self-manage tasks.

• Reliable, dependable, and available to work Monday through Friday, 8:00 AM to 5:00 PM, with occasional overtime as needed.

Preferred Qualifications:

• Bachelor’s degree.

• Industry experience in a professional services environment.

EEO Statement:

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.