Administrative Assistant

Stratus Team LLC; Richmond (VA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health Insurance

401k Retirement Plan with employer‑m发

Hybrid work options

Life Insurance

Short-Term Disability

Long-Term Disability

Job summary

Stratus Team LLC is seeking an Administrative Assistant in Richmond, VA, to provide comprehensive administrative and operational support to AEC teams. This role coordinates activities, manages documentation, supports client communications, and ensures efficient office operations.

You will serve as a liaison among project managers, technical staff, clients, vendors, and internal departments to help projects run smoothly and on schedule, while maintaining confidentiality and professionalism at all

Qualifications

• Associate degree in Business Administration, Office Administration, or related field preferred.
• Minimum of 3 years of administrative support experience.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience utilizing generative AI to streamline administrative processes.
• Strong organizational, communication, and customer service skills.
• Ability to manage confidential information with discretion.

Responsibilities

• Provide administrative support to project managers, architects, engineers, and leadership teams to ensure efficient daily operations.
• Prepare, format, edit, and distribute professional correspondence, reports, proposals (as needed), contracts, presentations, and project documentation.
• Coordinate meetings, conference calls, project reviews, and client engagements, including scheduling, agenda preparation, and meeting documentation.
• Maintain project files, records, and documentation in accordance with company standards, quality procedures, and document control requirements.
• Assist with project setup activities, including file organization, contract documentation, and project tracking systems.
• Support proposal and business development efforts by assisting with document preparation, resumes, project sheets, and marketing materials.
• Coordinate travel arrangements, expense reporting, and reimbursement documentation for assigned team members.
• Monitor and manage incoming communications, ensuring timely routing and follow-up of requests and action items.
• Assist with invoice processing, vendor coordination, purchase requests, and project‑related administrative tasks.
• Track project deadlines, deliverables, and administrative milestones to support project teams in meeting client commitments.
• Maintain confidential employee, client, financial, and business information with discretion and professionalism.
• Support office operations, including supply management, facility coordination, and general administrative functions.
• Assist with onboarding activities for new employees, including scheduling, documentation preparation, and coordination with internal departments.
• Identify opportunities to improve administrative processes, workflow efficiency, and document management practices.
• Perform other duties as assigned to support business operations and project success.

Skills

Strong organizational skills

Communication skills

Customer service

Handling confidential information

Education

Associate degree in Business Administration, Office Administration, or related field

Tools

Microsoft Office Suite

Generative AI tools

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

Full Time Level 1 Richmond, VA, US

11 days ago Requisition ID: 1435

About Stratus

Stratus® is an integrated, multi-disciplinary engineering, architecture, interior design, and consulting firm. Consistently ranking among the Top 500 Design Firms in Engineering News‑Record, the firm offers a deep bench of industry experts through a highly collaborative approach, delivering innovative solutions across the full project lifecycle. Operating coast to coast, Stratus® serves clients nationwide while maintaining a strategic commitment to supporting high‑growth economies and building vibrant communities that foster the professional growth of its team. Serving public‑and private‑sector clients, the firm is dedicated to delivering the highest‑quality service wherever projects take shape. Across the Civic, Commercial, Industrial, Transportation, Education, Water Resources, and Government sectors, we bring precision, insight, and purpose to every project, from targeted renovations to large‑scale infrastructure. Stratus® designs spaces, systems, and solutions that perform, endure, and make an impact, delivering on our promise of Better Plans. Better Places.

The Role

The Administrative Assistant provides comprehensive administrative and operational support to technical and business teams within the Architecture, Engineering, and Construction (AEC) environment. This role is responsible for coordinating administrative activities, managing documentation, supporting project teams, assisting with client communications, and ensuring efficient office operations. The Administrative Assistant serves as a key point of coordination among project managers, technical staff, clients, vendors, and internal departments, contributing to the successful execution of projects and business operations.

Responsibilities

• Provide administrative support to project managers, architects, engineers, and leadership teams to ensure efficient daily operations.
• Prepare, format, edit, and distribute professional correspondence, reports, proposals (as needed), contracts, presentations, and project documentation.
• Coordinate meetings, conference calls, project reviews, and client engagements, including scheduling, agenda preparation, and meeting documentation.
• Maintain project files, records, and documentation in accordance with company standards, quality procedures, and document control requirements.
• Assist with project setup activities, including file organization, contract documentation, and project tracking systems.
• Support proposal and business development efforts by assisting with document preparation, resumes, project sheets, and marketing materials.
• Coordinate travel arrangements, expense reporting, and reimbursement documentation for assigned team members.
• Monitor and manage incoming communications, ensuring timely routing and follow-up of requests and action items.
• Assist with invoice processing, vendor coordination, purchase requests, and project‑related administrative tasks.
• Track project deadlines, deliverables, and administrative milestones to support project teams in meeting client commitments.
• Maintain confidential employee, client, financial, and business information with discretion and professionalism.
• Support office operations, including supply management, facility coordination, and general administrative functions.
• Assist with onboarding activities for new employees, including scheduling, documentation preparation, and coordination with internal departments.
• Identify opportunities to improve administrative processes, workflow efficiency, and document management practices.
• Perform other duties as assigned to support business operations and project success.

Qualifications

Required

• Associate degree in Business Administration, Office Administration, or related field preferred.
• Minimum of 3 years of administrative support experience.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Demonstrated experience utilizing generative AI and other emerging technologies to streamline administrative processes, improve operational efficiency, support document development, and enhance overall work productivity while maintaining accuracy and confidentiality.
• Strong organizational, communication, and customer service skills.
• Demonstrated ability to manage confidential information appropriately.

Preferred

• Experience supporting architecture, engineering, construction, consulting, or professional services organizations.
• Experience with project management software, document management systems, or ERP platforms.
• Experience assisting with proposal development, marketing support, or client‑facing documentation.
• Familiarity with AEC project lifecycles, terminology, and business operations.

Why you’ll love Stratus

• A team‑oriented environment that values transparency, creativity, and shared success
• Meaningful career paths, leadership opportunities, and space to specialize
• Learning & Development – Education and Professional Licensing
• We believe flexible, hybrid work supports the balance and well‑being our team deserves
• Excellent Health Care Programs – Medical, Dental, and Vision Insurance
• Company-paid Life Insurance, Short-Term Disability, and Long-Term Disability
• Voluntary Life Insurance options for employees, spouses, and dependents
• 401k Retirement Plan with employer match

Stratus is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, pregnancy‑related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Stratus Team’s management Team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.