Administrative Assistant

Langan Engineering & Environmental Services; City of Syracuse (NY); On-site; USD 38,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental, Vision coverage

Life Insurance

Disability Insurance (short & long‑/‑)

401(k) with company match

Paid time off and holidays

Parental leave

Job summary

Langan is seeking an Administrative Assistant for its Syracuse, NY office to provide essential support to the leadership and office operations. You will coordinate schedules, travel, meetings, and communications to keep the office running smoothly.

In this role you will collaborate with office leadership, manage logistics for interviews and events, handle filings, prepare reports and presentations, and support HR/Marketing as needed.

Qualifications

• 2+ years of Administrative Assistant experience
• Ability to maintain confidentiality
• Strong sense of initiative and flexibility
• Excellent communication and interpersonal skills
• Strong attention to detail with multitasking, organizational and judgment capabilities
• Ability to work effectively independently and in a team environment

Responsibilities

• Coordinate satellite office operations with building/coworking-space management
• Manage building access and visitor access
• Monitor and order office supplies and PPE
• Handle new-hire onboarding logistics (workspace, parking, access)
• Coordinate meetings, interviews, travel, and events including catering
• Support business development tracking networking events and client activities
• Maintain professional office environment and general office stewardship
• Schedule and coordinate meetings, travel plans, and calendar updates
• Manage phone messages and respond to inquiries
• Prepare and edit plans, specs, reports, memos and correspondence
• Create and format PowerPoint presentations, reports and proposals
• Assist with timesheets and expense reports
• Provide backup for IT, Marketing and HR as needed
• Perform other duties as requested

Skills

Administrative experience

Confidentiality

Initiative

Communication

Multitasking

Organizational skills

Tools

Office software

Job description

Langan provides expert land development engineering and environmental consulting services for major developers, renewable energy producers, energy companies, corporations, healthcare systems, colleges/universities, and large infrastructure programs throughout the U.S. and around the world. Our employees collaborate seamlessly among 50+ offices and gain valuable hands‑on experience that fosters career growth. Langan culture is entrepreneurial from advancing innovative technical solutions, to participating in robust training and knowledge sharing, to making progressive change within the communities we live and work.

Consistently ranked among the top ten “Best Firms to Work For” and Engineering News-Record’s top 50 firms worldwide, Langan attracts and retains the best talent in the industry. Employees thrive at Langan, a firm that fosters an inclusive and supportive work environment for all; prioritizes wellbeing, health, and safety; encourages volunteerism and philanthropy; offers workplace flexibility, along with carbon-neutral office spaces; and empowers individuals to contribute their skills and knowledge to make impactful contributions.

Job Summary

Langan is seeking anAdministrative Assistantto join its collaborative team inSyracuse, NY. This individual will serve a key function in providing administrative support to the entire office. In this role, you will have the opportunity to partner closely with office leadership in completing projects that drive operational success.

Job Responsibilities

• Satellite office operations and coordination with building/coworking-space management.
• Building access administration and visitor access management.
• Office supply and PPE inventory management and ordering.
• New-hire onboarding logistics, including workspace, parking, and access setup.
• Conference room, catering, and hospitality coordination for meetings and interviews.
• Business development support, including tracking networking events, conferences, and client-development activities.
• General office stewardship and maintenance of a professional workplace environment.
• Schedules and coordinates meetings, events, interviews, annual performance review meetings, and appointments;
• Arranges complex and detailed travel plans and itineraries;
• Maintains individual, project and/or group calendar and assists office management in staying updated on daily priorities as assigned;
• Retrieves and distributes phone messages from voice mailbox and assists callers with inquiries;
• Provides administrative support with filing, photocopying, scanning and faxing; Composes timely responses to a variety of written inquiries and distributes mailings;
• Composes and edits plans, specs, reports, memorandums and correspondence; Prepares printed reports and other duplicated material;
• Maintains corporate contact lists, Outlook contacts, files, databases, records and other documents;
• Creates, edits and/or formats PowerPoint presentations, technical reports and proposals;
• Assists with timely submission of employee timesheets and expense reports;
• Acts as back‑up for office services, IT, Marketing and HR to provide coverage when needed; and
• Performs other duties as requested.

Qualifications

• 2+ years ofAdministrative Assistant experience, preferably within the Professional Services sector;
• Ability to maintain confidentiality;
• Strong sense of initiative and flexibility;
• Excellent communication and interpersonal skills;
• Strong attention to detail with excellent analytical, multitasking, organizational and judgment capabilities; and
• Ability to work effectively independently and in a team environment.

Langan provides a rich array of programs and benefits to help its employees advance their careers and enhance the quality of their lives. Our comprehensive compensation package includes: full‑time employment company paid medical, dental, and vision coverage; life insurance, short‑ and long‑term disability insurance, and paid pregnancy disability leave; 401(k)/Roth with company match; paid time off including parental and military leave; employee referral and professional license bonuses; and educational reimbursement.

Langan offers employee resource groups; flexible work schedules; extensive training; wellness programs; buddy and mentoring programs; and much more!

Langan is committed to providing equal employment opportunities to all qualified applicants and employees, including individuals with disabilities and protected veterans. We believe that an inclusive workplace is essential for the well‑being and success of our employees.

Certain US jurisdictions require Langan to include an estimate of salary or hourly ranges. Actual compensation may vary based on factors such as related work experience, location, market conditions, education/training, certifications and other credentials, as well as applicable knowledge and skills. Certain roles may be eligible for overtime and participation in the firm’s annual bonus and performance review program. Bonuses are discretionary and based on individual job performance and the profitability of the firm. Employees are also eligible to receive up to 20 days of paid vacation time, 10 days of paid sick time and 10 paid holidays throughout the year. Eligibility and actual paid time off may vary based on local law and factors such as hours worked, related work experience and level.