Administrative Assistant

Mead & Hunt; Madison (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

Mead & Hunt, a nationally recognized professional services consulting firm, seeks a full-time administrative assistant to support the Aviation Engineering Midwest Department in the Middleton, WI office.

The successful candidate will handle correspondence, document preparation, file management, and coordination with management and staff, ensuring accuracy, corporate standards, and efficient office operations.

Qualifications

• Associate’s degree from an accredited college or university in a related field and at least 4 years of relevant office experience.
• –OR–
• If no degree, 6 years of related office experience.
• At least 10 years of administrative office experience is highly preferred.
• Proficiency in handling and proofreading complex documents, ensuring accuracy and adherence to corporate standards.
• Proficiency in Microsoft Office suite, MS Project, Vision and/or AEC360, Adobe/Bluebeam, and other relevant programs.
• Excellent telephone etiquette, good organizational and grammar skills, good communications ability, good problem-solving ability, good listening and clarification ability.
• Ability to take and carry out instructions, and good interpersonal skills.
• Ability to multi-task and create quality products.
• Ability to work for long periods of time at computer/monitor.

Responsibilities

• Type, proof and edit correspondence, reports, contracts, addenda, meeting minutes, bid proposal forms, and specifications
• Process contract change orders, construction administration forms, and/or other documents
• Assist with set-up of initial project file information; maintain files, and preparation of close-out documentation
• Assist with report production and provide managers with backlog, subcontractor billing, budget status, project financial status as requested
• Enforce corporate style standards
• Review and edit documents produced by department staff for consistency with company guidelines
• Monitor and maintain inventory including office supplies, office equipment, postage accounts, conference areas, vehicles, and kitchenette areas
• Assist with tasks requested by corporate management departments. May include: orientation, proposals, equipment monitoring, event planning
• Coordinate office operations with building management
• Assist in scheduling lodging and meal reservations for traveling Mead & Hunt Staff
• Other duties as assigned

Skills

Proactive communication

Organizational skills

Attention to detail

Time management

Interpersonal skills

Education

Associate degree

Tools

Microsoft Office Suite

MS Project

Vision

AEC360

Adobe/Bluebeam

Job description

Responsibilities

Mead & Hunt, a nationally recognized professional services consulting firm, has an exciting opportunity for a full-time, highly motivated administrative assistant to support the Aviation Engineering Midwest Department and office staff. This position is expected to work in our Middleton, WI (greater Madison area) office.

Responsibilities include:

• Type, proof and edit correspondence, reports, contracts, addenda, meeting minutes, bid proposal forms, and specifications

• Processcontract change orders, construction administration forms, and/or other documents

• Assist with set-up of initial project file information; maintain files, and preparation of close-out documentation


• Assist with report production and provide managers with backlog, subcontractor billing, budget status, project financial status as requested


• Enforce corporate style standards


• Review and edit documents produced by department staff for consistency with company guidelines


• Monitor and maintain inventory including office supplies, office equipment, postage accounts, conference areas, vehicles, and kitchenette areas (if applicable)


• Assist with tasks requested by corporate management departments. May include: assisting with new employee orientation as requested by the human resources department, proposal requests bymarketing and communications, equipment monitoring as requested by information technology,and event planning for office and corporate functions


• Coordinate office operations with building management


• Assist in scheduling lodging and meal reservations for traveling Mead & Hunt Staff


• Other duties as assigned

Successful candidates must have the following:

• Associate’s degree from an accredited college or university in a related field and at least 4 years of relevant office experience.

--OR—

• If no degree, 6 years of related office experience.

The ideal candidate will have any/all of the following:

• At least 10 years of administrative office experience is highly preferred


• Proficiency in handling and proofreading complex documents, ensuring accuracy and adherence to corporate standards


• Proficiency in Microsoft Office suite, MS Project, Visionand/or AEC360, Adobe/Bluebeam,and other relevant programs


• Excellent telephone etiquette, good organizational and grammar skills, good communications ability, good problem-solving ability, good listening and clarification ability


• Ability to take and carry out instructions, and good interpersonal skills


• Ability to multi-task and create quality products


• Ability to work for long periods of time at computer/monitor

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

Employment is contingent upon successful completion of applicable pre-employment screening requirements.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.