AEC Administrative Assistant & Project Support - Hybrid

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

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