Administrative Assistant : 203114

HKA Enterprises; Portland (OR); Hybrid; USD 33,000 - 36,000; Full time

Job summary

HKA Enterprises is seeking an experienced administrative assistant to support construction engineers, designers, and project managers on large facility projects. In this hybrid role, you will coordinate meetings, take notes, manage communications, and support data and logistics across onsite and remote teams.

The ideal candidate has at least 5 years of admin experience, strong MS Office skills, and a customer-service mindset.

Qualifications

• High school diploma or GED required.
• 5+ years of administrative assistant or relevant experience.
• Strong initiative, detail orientation, and ability to multitask in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and MS Teams.
• Strong digital organization for managing emails, tasks, and workflows.
• Ability to take direction from multiple stakeholders and work collaboratively.
• Ability to lift up to 25 pounds as needed.

Responsibilities

• Schedule, coordinate, and support virtual and in-person meetings.
• Take, format, and distribute meeting notes and materials.
• Communicate with coworkers and project teams remotely and onsite.
• Plan and support meetings, trainings, and team events.
• Manage data, files, emails, tasks, and digital workflows.
• Coordinate food orders and other meeting logistics.
• Help maintain a high-functioning and inclusive team environment.
• Provide general administrative support and assist with ad hoc requests.

Skills

MS Office Proficiency

Verbal & Written Communication

Multi-tasking

Digital Organization

Attention to Detail

Team Collaboration

Education

High school diploma or GED

Tools

MS Outlook

MS Word

MS Excel

MS Teams

SharePoint/OneNote/PowerPoint (preferred)

Job description

Support construction engineers, designers, and project managers on complex, large-scale facility projects. This role provides administrative and logistical support to help teams stay organized, connected, and focused.

KEY RESPONSIBILITIES

• Schedule, coordinate, and support virtual and in-person meetings.
• Take, format, and distribute meeting notes and materials.
• Communicate with coworkers and project teams remotely and onsite.
• Plan and support meetings, trainings, and team events.
• Manage data, files, emails, tasks, and digital workflows.
• Coordinate food orders and other meeting logistics.
• Help maintain a high-functioning and inclusive team environment.
• Provide general administrative support and assist with ad hoc requests.

REQUIRED QUALIFICATIONS

• High school diploma or GED.
• At least 5 years of administrative assistant or relevant experience.
• Initiative, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Outlook, Word, Excel, and MS Teams.
• Strong digital organization skills for managing emails, tasks, and workflows.
• Ability to take direction from multiple stakeholders and work collaboratively.
• Ability to lift up to 25 pounds as needed.

PREFERRED QUALIFICATIONS

• Experience in a large or global enterprise environment.
• Familiarity with SharePoint, OneNote, and PowerPoint.
• At least 1 year of experience supporting engineering or construction teams.
• Strong customer-service mindset and passion for helping others.

Pay: $24.00-$26.00/hr DOE Location: Portland, Oregon area Work Arrangement: Hybrid Schedule: Monday-Friday, 8:00 AM-5:00 PM WORK AUTHORIZATION Sponsorship is not available for this role. Candidates must be authorized to work in the United States without sponsorship.