Administrative Assistant

Mead & Hunt, Inc; Madison (WI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Paid time off

Parental leave

401K with generous company match

Life and disability insurance

Employee assistance program

Job summary

Mead & Hunt, Inc. invites applications for a full-time Administrative Assistant in the Middleton, WI area to support the Aviation Engineering Midwest Department and office staff.

The role requires 4+ years of office experience; an associate degree is preferred, with 6+ years if no degree. Proficiency in Microsoft Office, MS Project, Vision/ABC360, and Adobe/Bluebeam is desired. The successful candidate will handle varied administrative tasks and maintain corporate standards.

Qualifications

• Successful candidates must have an Associate's degree in a related field and at least 4 years of relevant office experience.
• If no degree, 6 years of related office experience.
• Ideal candidates may have 10+ years of administrative office experience and strong document handling skills.
• Proficiency in proofreading complex documents and adherence to corporate standards is highly valued.

Responsibilities

• Type, proof and edit correspondence, reports, contracts, addenda, meeting minutes, bid proposals, and specifications.
• Process contract change orders, construction administration forms, and other documents.
• Assist with initial project file setup, file maintenance, and preparation of close-out documentation.
• Assist with report production and provide managers with backlog, subcontractor billing, budget status, and project financial status.

Skills

Proofreading

Organizational skills

Communication skills

Interpersonal skills

Multi-tasking

Attention to detail

Telephone etiquette

Education

Associate's degree in related field

Tools

Microsoft Office

MS Project

Vision

AEC360

Adobe/Bluebeam

Job description

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
• 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 (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 by marketing 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, 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

Mead & Hunt proudly offers medical, dental, and vision insurance, paid time off, paid sick leave, parental leave, a 401K plan with a generous company match, life and disability insurance, and an employee assistance program.

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.

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