Administrative Assistant

Overview:

Do you want to build an impactful career to change the world for the better?

Primary responsibilities include performing specialized administrative work of a confidential, complex, and varied nature and special project assignments assisting department managers.

Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Essential Duties and Responsibilities:

• Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff, or Branch Manager.
• Compose material and information and type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters. Proofread copy for spelling, grammar and layout making appropriate changes. Responsible for accuracy and clarity of final copy. Sign correspondence as required.
• Create logs and databases.
• Perform desktop publishing and develop visual presentations for professional staff.
• Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, webinars, interviews and teleconferences, department and/or branch activities.
• Organize and prioritize large volumes of information and calls.
• Sort and distribute mail. Draft written responses or reply by phone or e-mail when necessary. Respond to regularly occurring requests for information.
• Field/answer routine and non-routine questions. Work in cooperation with other assistants to cover phones.
• Assist with coordination for employee functions and events
• Establish, develop, maintain, and update client, project, governmental agency and confidential filing systems, and as required, maintain and update library of professional journals and magazines.
• Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management.
• Complete Proposal Initiation and Project Initiation forms and open project files.
• Conduct research and compile and process statistical reports.
• Maintain calendar system regarding work in progress and inform professional staff of due dates.
• Deal with printer, photographer, as needed.
• Proof billing reviews and client invoices for accuracy.
• May review dailies, newspapers, newsletters for business leads or other important information.
• Manage day to day operations and workflow
• Organize office procedures e.g. information filing, retrieval systems, supplies inventory and ordering
• Organize the operation of word processing and other equipment.
• Maintain inventory for office supplies, office furniture, and field equipment
• Process cost recoveries
• Run routine errands and assist with local business errands as needed
• Assist office staff and manager with assigned administrative tasks
• Perform other administrative and receptionist functions and assist other administrative staff as needed.

Skills, Experience and Qualifications:

• High School or GED diploma with at least 4 years of experience or Associate's degree (AA) with 2 years of experience; or a Bachelor’s degree (BA) with no experience; or equivalent combination of education and experience supplemented by course work including business office procedures and related subjects. (required)
• Experience working in a professional services environment (preferred)
• Accurate typing skills of a minimum of 40 to 50 wpm. (required)
• Must be organized and able to multi-task. (required)
• Availability to work overtime on short notice as required by project demands. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business travel. (required)