Administrative Assistant

Grounded in safety, scientific excellence, and ethics, our staff are leaders in their fields and guide our work with rigor, a creative spirit, and vision for growth. We draw from a number of scientific technical specialties and are committed to fostering an inclusive community of diverse talents, backgrounds, and expertise. We are a place to apply your passion and collaborate with top environmental talents on work that is critical to our clients and the communities we support. Join a nation-wide team that has the environment down to a science.

Your Opportunity

The successful candidate will have a passion for detail and enjoy working in a fast-paced, unique team environment. As an Administrative Assistant, you will work with both the administrative and technical teams to assist with the production of accurate deliverables under tight timelines, assist the Regional Unit Manager in the daily operations of a consulting office, and provide remote administrative support to the staff in several offices across in the firm.

Your Key Responsibilities

• Assist staff in booking office resources, meeting room preparation, etc.
• Support staff with weekly timecard administration
• Assist staff with booking travel and submitting expenses
• Provide progressive administrative assistance within a client-focused office environment

Perform general office duties including, but not limited to\:

• typing, reviewing, and formatting letters, correspondence, and reports;
• use of company templates and ability to customize them for a particular use, if needed;
• scheduling meetings;
• organizing/maintaining office files;
• scanning and copying;
• assembling hard copy and electronic (Adobe Acrobat) reports from text, figures, drawings, and attachments provided by others;
• processing and preparing mail and packages for shipment;
• cordially answering and directing incoming calls;
• preparing, sorting, and distributing mail;
• entering data into spreadsheets and online databases; and
• coordinating office repairs with the landlord, and equipment (copiers, computers, etc.) with the vendors
• Work with project managers and accounts payable (A/P) and project billing (A/R) to process invoices
• Maintain stock of office supplies across offices and maintaining office equipment to ensure proper functionality
• Assist the administrative team and project managers with archiving project records
• Miscellaneous duties, as assigned