Administrative Assistant

Ayres Associates; Cheyenne (WY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Disability Insurance

Life Insurance

ESOP

401K with match

PTO and holidays

Floating holidays

Flexible work schedule

Job summary

Ayres Associates in Cheyenne, WY seeks an organized administrative professional to support the Cheyenne office under the VP. You will manage contracts, budget tracking, office operations, and document quality, while coordinating proposals, conferences, and project support to help the team run efficiently.

The role requires strong communication, independent work ability, and experience with Microsoft Office, Deltek, CRM systems, and Adobe tools.

Qualifications

• Bachelor's degree or 5+ years of related experience.
• High level of confidentiality, attention to detail, accuracy, productivity, and communication skills.
• Ability to work independently, efficiently, and be organized.
• Ability to network and develop strong relationships with others.
• Experience with Microsoft Word, Excel, PowerPoint, Publisher, InDesign, Adobe, Deltek, CRM Software, and more.
• Superior writing, research, project management, and organizational skills.
• Ability to lift up to 30-lbs and valid driver's license with good driving record.

Responsibilities

• Opportunity Coordination & Management – enter divisional opportunities and client contacts into CRM.
• Office Management – coordinate equipment, expenses, cleaning and other office needs.
• Office Administration – lead administration to support the office with decision-making authority for efficiency.
• Document Management & Formatting – ensure high-quality final documents and proper filing.
• Strategic Planning Support – assist VP and managers with corporate planning, tracking, and budgets.
• Proposal Management – assist with go/no-go forms and proposal information.
• Conference Management & Support – manage registrations, budgets, handouts, equipment.
• Project Support – provide support such as social posts, data compilation, QC, production.
• Special Projects – design graphics/tables or other visuals for strategic initiatives.

Skills

Confidentiality

Attention to detail

Communication

Independent work

Team collaboration

Project management

Writing

Microsoft Office

CRM Software

Deltek

Education

Bachelor's degree in related field

Tools

Microsoft Word

Excel

PowerPoint

Publisher

InDesign

Adobe Suite

Deltek

CRM Software

Job description

Provide organizational support to the Ayres Associates’ Cheyenne office in a variety of administrative functions.

This dynamic position will include providing business management support to the Cheyenne office under the direction of the vice president. This role requires in-depth knowledge of day-to-day office management needs along with a strong desire for a variety of tasks, and the ability to work collaboratively across the organization. Administrative activities will include assisting/managing contract paperwork, office & supply management, conference and travel management and coordination, and providing business management and budget tracking support. The position may also require quality control review of final documents, developing quality management systems, document formatting, file management, strategic planning support, proposal management, client relationship management, and more.

Join Ayres – a USA TODAY Top Workplace recognized in both 2025 and 2026 – where people-first leadership, collaboration, and professional growth create an environment where great teams do their best work.

On any given day, you’ll:

• Opportunity Coordination & Management – Ensure that all divisional project opportunities and project/client contacts are entered into client relationship management software by working with Development Services’ project managers and leadership.
• Office Management – Coordinate with office staff on equipment, expenses, cleaning, and coordinating other office needs, as needed.
• Office Administration – Lead the administration efforts to support the needs of the office. Has decision making authority on efforts to improve office efficiency.
• Document Management and Formatting – Ensure final documents, letters, and deliverables are high-quality by checking format, QC’ing grammar and punctuation, and creating final deliverables. Ensure final documents are filed in the correct locations and delivered to clients.
• Strategic Planning Support – Supporting vice president and managers in corporate planning and strategic vision through systems, tracking, and budget requests.
• Proposal Management – Helping with go/no-go forms and coordination with proposal manager to provide necessary information for proposals (i.e. resumes, project examples, photos, graphics, etc.).
• Conference Management and Support – Managing conference registrations, sponsorships, budgets, handouts, and equipment for conferences. Managing conference client relationship tracking and ensuring equipment is returned and in working condition.
• Project Support – Providing project support as needed. This may include social media posts, compiling information, researching, data compilation, QC, printing, document production, report delivery, and more.
• Special Projects – could include designing graphics, tables, and/or other visual aids as requested by the team. Could be related to progressing the organizations’ strategic plan/VTO, or office organizational projects as the office grows.

Required Qualifications:

• A bachelor's degree in a related field or 5+ years of related experience.
• The position requires a high level of confidentiality, attention to detail, accuracy, productivity, and communication skills.
• Successful candidates should be able to work independently, efficiently, and be organized.
• Ability to work with a varied team of designers and technical staff to ensure accuracy and efficiency on work products and have a good track record of networking and developing strong relationships with others.
• Understanding and experience working in a variety of computer programs, including Microsoft Word, Excel, PowerPoint, Publisher, InDesign, Adobe, Deltek, CRM Software, and more.
• Demonstrated superior writing, research, project management, and organizational skills.
• Ability to lift up to 30-lbs.
• Valid driver's license and good driving record required.

Preferred Qualifications:

• A strong communicator who is comfortable working independently and with a team.
• Dependable, organized, flexible, service-minded, open to learning new things, and having the ability to multi-task.
• Graphic design, video editing, and in-design capabilities are helpful, but not a requirement.
• Ability to maintain a positive attitude and establish a professional, welcoming and inclusive environment for anyone working with the company.
• Experience with programs such as, Adobe Suite and Microsoft Publisher is beneficial.
• Good understanding of the engineering/environmental/design industry or previous experience working for an industry consulting company.

Benefits of being part of the Ayres team:

• Health, dental, and vision Insurance.
• Short and long-term disability and life insurance.
• Employee stock ownership plan (ESOP) and 401K with company match.
• PTO, paid holidaysincludingtwo floating holidays, and a flexible work schedule.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.