Hybrid Administrative Assistant for AEC Projects

ADP, Inc.; Richmond (VA); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401k with employer match

Life Insurance

Short-Term Disability

Long-Term Disability

Hybrid work option

Job summary

Stratus, a leading design and engineering firm, seeks an Administrative Assistant in Richmond, VA. You will support project managers, architects, engineers, and leadership with documents, correspondence, and meetings.

The role emphasizes confidential handling, strong organization, and client communication. Proficiency with Microsoft Office and AI-enabled tools is required. A hybrid work environment is offered along with comprehensive benefits.

Qualifications

• Associate degree in Business 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 while maintaining confidentiality.
• Strong organizational, communication, and customer service skills.
• Ability to manage confidential information appropriately.

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, contracts, presentations, and project documentation.
• Coordinate meetings, conference calls, project reviews, and client engagements, including scheduling and agenda preparation.
• Maintain project files, records, and documentation per company standards and procedures.
• Assist with project setup activities, including file organization, contract documentation, and tracking systems.
• Support proposal and business development by assisting with 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.
• Assist with invoice processing, vendor coordination, and project-related administrative tasks.
• Track deadlines, deliverables, and milestones to support project teams.
• Maintain confidential employee, client, financial, and business information with discretion.
• Support office operations, including supply management and facilities coordination.
• Assist with onboarding activities for new employees.
• Identify opportunities to improve administrative processes and document management.

Skills

Microsoft Office Suite

Generative AI experience

Communication skills

Organization & time management

Customer service

Education

Associate degree in Business Administration or related field

Job description

Stratus, a leading design and engineering firm, seeks an Administrative Assistant in Richmond, VA. You will support project managers, architects, engineers, and leadership with documents, correspondence, and meetings.

The role emphasizes confidential handling, strong organization, and client communication. Proficiency with Microsoft Office and AI-enabled tools is required. A hybrid work environment is offered along with comprehensive benefits.