Administrative Assistant

Ingenium Talent; Louisville (KY); Presencial; USD 36.000 - 60.000; Jornada completa

Descripción de la vacante

Ingenium Talent is seeking an organized Administrative Assistant to support a fast-paced, project-based team. The role emphasizes coordinating schedules, documents, and communications to keep projects on track.

Your work will involve assisting project managers, preparing proposals and reports, and helping with bookkeeping and office operations. A strong eye for detail and multitasking capability are essential.

Formación

• 3+ years of administrative, project coordination, or office support experience.
• Excellent organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills.
• Attention to detail and accuracy; ability to manage multiple priorities and deadlines.

Responsabilidades

• Provide administrative support to project managers and technical staff.
• Maintain project schedules, tracking logs, reports, and status updates.
• Prepare, format, proofread, and distribute professional correspondence, reports, and presentations.
• Coordinate meetings, manage calendars, and distribute meeting notes and action items.
• Assist with permit applications, regulatory submissions, and document processing.
• Assemble project deliverables, reports, exhibits, and presentation materials.
• Coordinate travel arrangements, training registrations, and professional memberships.
• Support proposal preparation, qualification packages, and supporting marketing materials.
• Monitor deadlines for proposals and ensure timely submissions.

Conocimientos

Organizational skills

Time management

Multitasking

Written communication

Verbal communication

Herramientas

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Descripción del empleo

Our client, A well-established and growing professional services organization is seeking a highly organized Administrative Assistant to support a busy project-based team. This role is ideal for someone who thrives in a fast-paced environment, enjoys coordinating multiple priorities, and takes pride in keeping projects, schedules, and documentation organized and on track.

The Administrative Assistant will provide direct support to project managers and technical professionals while assisting with proposal preparation, project documentation, client deliverables, and administrative operations. This position offers the opportunity to work closely with leadership and contribute to the success of high-impact projects.

Key Responsibilities

Project & Administrative Support

• Provide administrative support to project managers and technical staff.
• Maintain project schedules, tracking logs, reports, and status updates.
• Prepare, format, proofread, and distribute professional correspondence, reports, and presentations.
• Coordinate meetings, manage calendars, and distribute meeting notes and action items.
• Assist with permit applications, regulatory submissions, and document processing.
• Assemble project deliverables, reports, exhibits, and presentation materials.
• Coordinate travel arrangements, training registrations, and professional memberships.

Proposal & Business Development Support

• Coordinate the preparation and submission of proposals and qualification packages.
• Gather, organize, and format information from multiple departments to support proposal development.
• Maintain project profiles, employee resumes, and supporting marketing materials.
• Monitor public procurement opportunities and proposal deadlines.
• Ensure submissions are accurate, complete, and delivered on time.

Accounting & Office Administration

• Assist with client invoicing, expense reporting, and accounts receivable tracking.
• Maintain administrative and financial records.
• Support general office operations, including reception coverage and office supply management.
• Assist with special projects and other administrative functions as needed.

Qualifications

Required

• 3+ years of administrative, project coordination, or office support experience.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Teams).
• Excellent organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a professional environment.

Preferred

• Experience supporting engineering, construction, architecture, consulting, or other professional services organizations.
• Proposal, bid, or RFP coordination experience.
• Experience with invoicing, expense reporting, or financial recordkeeping.
• Familiarity with CRM, project management, accounting, or document management systems.
• Adobe InDesign experience is a plus.

What We're Looking For

The ideal candidate is proactive, dependable, and resourceful with a strong sense of ownership. Success in this role requires the ability to balance multiple priorities, anticipate needs, communicate effectively, and work collaboratively with a diverse team of professionals.