Design Administrative Assistant II

IPS - Integrated Project Services, LLC; Leawood (KS); On-site; USD 42,000 - 62,000; Full time

Job summary

IPS - Integrated Project Services, LLC in Leawood, Kansas seeks a Design Administrative Assistant II to support mid- to upper-level managers, manage mail, scheduling, and travel arrangements, and assist with reports, proposals, and presentations. Proficiency in MS Office and PDF tools is essential.

The role requires working on-site in Leawood with potential travel to client sites, a strong focus on organization, detail, and customer service, and collaboration with HR for onboarding processes.

Qualifications

• 3+ years of experience in an administrative position supporting a department or multiple individuals.
• Supports a department of 15+ personnel.
• Proficient in Microsoft Office Suite (Teams, Word, Excel, PowerPoint).
• Proficient in PDF software (Bluebeam/Adobe), Masterworks.
• Highly organized with strong attention to detail.
• Excellent communication and customer service skills.
• Sense of fiscal responsibility.

Responsibilities

• Provide administrative support to mid- to upper-level managers and department members.
• Manage mail, travel arrangements, scheduling, and meeting planning.
• Assist in preparing reports, proposals, and presentations.
• Coordinate and facilitate departmental new hire processes with HR.
• Maintain filing systems and department supplies inventory.

Skills

Highly organized

Attention to detail

Excellent communication

Customer service

Fiscal responsibility

Multitasking

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Bluebeam PDF

Adobe PDF

Masterworks

Job description

Job Description

At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a talented Design Administrative Assistant II to join our dedicated team at our office in Leawood, Kansas.

In this role, you will provide administrative support to mid- to upper-level managers and other department members. You will also manage mail, travel arrangements, scheduling, and meeting planning, and assist marketing and project managers with preparing reports, proposals, and presentations.

Additional Responsibilities

• Assists with scheduling meetings, conference calls, and appointments.
• Assists with booking meeting rooms, reserves necessary equipment, and sets up catering needs as appropriate.
• Sorts and distributes incoming mail, faxes, FedEx, and UPS packages, and prepares outgoing correspondence and packages.
• Manages a high volume of domestic and international travel arrangements for department members through an outside travel agency, using the travel agency's database.
• Schedules airline, car, and hotel accommodations.
• Keeps travel profiles up to date in the database.
• Manages the travel arrangements of managers and/or senior members of the department through an outside travel agency, using the travel agency's database.
• Schedules airline, car, and hotel accommodations.
• Keeps travel profiles up to date with travel preferences and frequent flier information.
• Completes project work and supports the team in preparing quality client deliverables in a timely manner, ensuring electronic and archived copies.
• Assists in organizing departmental events and vendor/learning luncheons/activities as necessary.
• Supports the Receptionist with phone calls and visitors (as needed).
• Maintain department personnel lists (ensure correct phone number, location, supervisor, etc.).
• Works with HR and Recruiting to coordinate and facilitate the departmental new hire processes.
• Maintain clear and consistent filing systems.
• Maintain inventory of department supplies.
• Assign/Update time in Management Software.
• Other duties as assigned.

Qualifications & Requirements

• 3+ years of experience in an administrative position supporting a department or more than one individual.
• Able to support a department of 15+ personnel.
• Requires little supervision.
• Highly organized, with a strong attention to detail.
• Demonstrates proficiency in Microsoft Office Suite; TEAMS, Word, Excel, and PowerPoint.
• Demonstrates proficiency in PDF Software (i.e., Bluebeam/Adobe), Masterworks.
• Able to handle multiple tasks efficiently, highly organized, with strong attention to detail.
• Possesses a sense of fiscal responsibility.
• Highly reliable, with excellent communication and customer service skills.

Physical Demands

• Must be able to stand, sit, and walk for prolonged periods.
• Must possess the ability to stoop, kneel, crouch, and crawl as required.
• Must be able to lift and move objects weighing up to 15 pounds.

Work Environment

• This position may have 5% travel, or as required by the assigned project.
• You may be assigned to a client site for an extended period.
• Overnight travel or staying in the city of the Client's location is possible, depending on the assignment.
• You will visit construction sites and will be required to take site safety training and adhere to site safety rules.
• Must have access to reliable transportation.
• Must have the ability to travel and commute on a daily or routine basis. *
• Must be able to work in both indoor and outdoor environments, which may include exposure to varying weather.

Travel

• Limited travel may be required.
• You will primarily work in an IPS office environment.
• Potential to travel to client sites to attend meetings off-site (with IPS Project Managers/team) is possible.

Safety

• This position is a safety-sensitive position.
• The employee is designated for field work and attends activities at client sites where they work in construction, process, packaging, manufacturing, research, or other "non-administrative" areas

All interviews are conducted either in person or virtually, with video required.

About Us

IPS, a Berkshire Hathaway company, is a global leader in technical consulting, architecture, engineering, procurement, construction management, commissioning, qualification, and validation services for technically complex facilities. Integration is how we think and work. It requires the ability to unite existing and emerging technologies into a process that reliably delivers products and accelerates speed to market. That end-to-end mindset allows us to be agile and anticipate challenges as we move projects toward operational readiness. IPS applies design and delivery expertise, client-side experience, and supplier-side insight to every project. We infuse our curiosity, our passion, and our commitment to partnership in delivering solutions at any scale. We meet our clients where they are and get them to where they need to go. That's only possible when we care as much as our clients do.

Specialties

Process Architecture, Process Design, Engineering, Construction, Commissioning, Qualification, LEAN Project Delivery, Strategic Master Planning, Energy Conservation Management, Project Controls, Program/Project Management, Operations/Logistics Strategy and Planning, EPCMV, and Staffing Services.

All qualified applicants will receive consideration for employment at IPS without regard to race, creed, color, religion, national origin, sex, age, disability, sexual orientation, gender identity or expression, genetic predisposition or carrier status, veteran, marital, or citizenship status, or any other status protected by law. IPS is proud to be an affirmative action and equal opportunity employer.