Administrative Assistant

Wiss, Janney, Elstner Associates, Inc.; Georgia; On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Health plans

401(k) matching

Paid time off

Educational assistance

Job summary

Wiss, Janney, Elstner Associates, Inc. (WJE) invites applications for an administrative professional to support our Houston office, assisting engineers and architects on report editing, proposals, and presentations.

The role blends clerical duties with high-level writing and project coordination. Candidates should have a bachelor's degree and 3+ years of admin experience, strong writing/editing skills, and proficiency in Microsoft Office.

Qualifications

• Bachelor’s degree with at least three years of administrative work experience preferred.
• Excellent writing skills with emphasis on editing and proofreading.
• Strong organizational skills and attention to detail.
• Ability to multi-task and adapt to changing priorities and deadlines.
• Able to collaborate with diverse professionals in a fast-paced environment.

Responsibilities

• Perform general office functions: processing correspondence, mail, FedEx; manage supplies and equipment; scanning, copying, printing, and filing.
• Coordinate internal staff meetings, webinars, lunch presentations, conference calls, and office outings/activities.
• Work with administrative associates to ensure smooth workflow and effective communication.
• Support billable professionals with drafting project documents to firm standards (proposals, minutes, letters, reports).
• Assist with project management tasks: scheduling, budgeting, billing, and client contact.

Skills

Strong writing

Editing

Proofreading

Organizational skills

Communication

Education

Bachelor's degree (English, communications, marketing, business, or similar a plus)

Tools

Microsoft Office

Job description

Wiss, Janney, Elstner Associates, Inc. (WJE) relies on the talent and dedication of our administrative staff to deliver project and operations support to meet the demands of a fast-paced work environment. We have an opportunity for an administrative professional to support our Houston office. Projects include investigation and repair of existing structures, historic preservation, and consulting on construction of new buildings. Support of the billable staff will be shared with one other existing administrative professional. While this is a traditional administrative role at its core, it offers unique opportunities to be involved with interesting preservation, architecture, and engineering projects, including reviewing and editing comprehensive and technical reports of varying length, compiling marketing materials for detailed requests for proposals, and assisting with the creation of external presentations and professional publications. Administrative staff are encouraged to take on responsibility and seek challenges in the position. A successful person in this role will demonstrate strong organizational skills with exceptional attention to detail and a strong ability to adapt to changing priorities and project demands from multiple staff members, all while maintaining the necessary interpersonal skills. While many of the duties of this role will be clerical in nature, some of the demands include high level administrative projects, requiring initiative, independent thinking, and the ability to synthesize complex concepts clearly and accurately. Advanced writing and proofreading skills will serve the candidate well.

Responsibilities

• Performing general office functions, such as processing correspondence, mail, and FedEx packages; managing office supplies and equipment; scanning, copying, printing, and filing documents, etc.
• Coordinating internal staff meetings, webinars, lunch presentations, conference calls, and office outings/activities.
• Working closely with other administrative associates to ensure smooth flow of work, effective communication, and a cohesive team environment.
• Employing advanced word processing, proofreading, editing, and formatting skills to support billable professionals (architects and engineers) in developing project documents in accordance with the firm’s format and writing standards; documents could range from proposals, meeting minutes, and letters to comprehensive and technical reports of varying length, specifications, and professional publications.
• Assisting billable professionals with project management tasks such as project correspondence, project scheduling, budget tracking, billing, and client contact.

Requirements

• Bachelor’s degree (English, communications, marketing, business, or similar a plus) with at least three years of prior administrative work experience preferred.
• Positive attitude and enthusiasm for supporting others in their work.
• Strong organizational skills with exceptional attention to detail.
• Excellent writing skills with emphasis on editing and proofreading.
• Ability to multi-task and adapt to changing priorities and project deadlines.
• Strong interpersonal skills with ability to work with diverse professionals at all seniority levels in a fast-paced environment.
• Proactive problem-solving skills and willingness to take on various responsibilities.
• High capacity for learning, retaining, and independently executing processes.
• Experience with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• A/E/C-related industry experience a plus.

Culture, Compensation, and Benefits

Wiss, Janney, Elstner Associates, Inc. (WJE) is a global firm of engineers, architects, and materials scientists. Clients worldwide seek our expertise to solve the most significant, interesting, and challenging problems in the built world. Our applied experience from more than 175,000 projects combined with unparalleled laboratory and testing capabilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve.

Working at WJE is a team endeavor characterized by a culture of trust and personal responsibility. We encourage open communication, continuous learning, innovative thinking, ongoing mentoring, and free-flowing collaboration. We seek highly talented and hard-working individuals who want to be challenged, who want hands-on work, who want to set a higher standard, and who want to be mentored by the industry’s most accomplished experts.

People with outstanding Character, unwavering Commitment to our core and culture, strong Expertise, and genuine Enthusiasm for their work.

Learn more about the Extraordinary People we hire at WJE at www.wje.com/careers.

WJE offers a robust, total compensation structure, where the hourly rate is just one component of an employee’s annual earnings. Additionally, employees may be eligible to receive overtime and variable compensation based on personal and company performance, often resulting in above-market annual earnings. Actual hourly rate will be based on several factors including consideration for a candidate’s qualifications, skills, competencies, and proficiency for the role while remaining mindful of our commitment to internal equity.

A good faith estimate of the starting hourly rate (gross) for this position is in the following range: $25.38 - $38.08.

This non-exempt position is also eligible for WJE’s industry-leading, total rewards package which enables our employees to grow and thrive with comprehensive health and financial benefits including:

• Robust and affordable health plans for employees and their families, including HSA as well as low and high-deductible PPO options.
• Generous 401(k) matching of 110% for the first 6% of eligible pay vesting immediately.
• Time off to care for yourself and others.
• Investments in employees’ educational assistance and professional development.
• Learn more about WJE’s total rewards package here.

WJE is an Equal Opportunity Employer. We invite all qualified applicants to apply including individuals with disabilities and protected veterans (VEVRAA federal contractor). WJE will consider qualified applicants with criminal histories in a manner consistent with the requirements of Fair Chance Ordinances.

Founded in 1956, Wiss, Janney, Elstner Associates (WJE) is an interdisciplinary firm of engineers, architects, and materials scientists committed to helping clients solve, repair, and avoid problems in the built world. Supported by unparalleled laboratory and field-testing capabilities, our experts draw on more than seventy years of experience to deliver innovative and practical solutions grounded in deep technical expertise.