Actalent is in search of an Administrative Assistant to join our world class client who specializes in Structural Engineering and Architecture.Summary:This role will require strong expertise in Microsoft products including Word, Excel, PowerPoint as well as Adobe. This role will be working with our engineers, scientists, and business support team to provide word processing and overall office administration and project support. The right candidate will have excellent time management to juggle multiple priorities at one time and have the ability to identify issues and find practical solutions to keep the office running smoothly. Duties Include:
Heavy concentration of formatting reports, proposals, presentations, and other correspondence. Convert documents to PDF, add bookmarks, and assemble.
High attention to detail, strong grammar knowledge and prooing skills required.
Excellent organizational skills, ability to multi-task and prioritize client work and projects.
Ability to function in fast-paced, high stress situations during busy periods; ability to prioritize and quickly complete requests.
Assist in other clericals needs on projects (i.e., coordination and reproduction)
Helping to make our office run smoothly, you will also be responsible for routine office activities including filing, ordering supplies, daily mail and overnight packages, approval of vendor invoices for processing, maintenance of client project files including archiving (both electronic and physical), scheduling, meeting coordination and other office duties as required.
Working with our marketing personnel, you will assist in the production of marketing materials including proposals, brochures, presentations, and statements of qualifications.
Working with staff, vendors and teaming partners located throughout the country.
Ensuring company administrative processes and protocols are followed.
Serve as liaison with property managers, and maintain office, security and card key access.
Serve as local IT contact, working with IT group to set up, maintain and/or retire computers, monitors, phones, conferencing equipment, and other technology.
Manage local company fleet including mileage reports, registrations, cleaning, and repairs, etc.
Assist with onboarding new employees.
Special projects and other duties as assigned.
Skills Desired:
At least 5 years of experience in an administrative role in an engineering or professional services firm highly preferred, to include experience in word processing and office administration.
Advanced level of expertise in Microsoft Word, PowerPoint, Excel, Adobe Acrobat are required. Must have the ability to create templates, styles, macros, use pivot tables, and create presentations.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar; Basic keyboarding and a typing speed of at least 50+ wpm.
Applicants must be self-directed and motivated to work independently; be able to handle competing priorities; and have attention to detail and the ability to produce high quality work.
Occasional travel may be required.
Valid driver's license and acceptable driving record required.
Excellent reliability and punctuality.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.