Proactive Administrative Assistant

HNTB; Chicago (IL); On-site; USD 3,193,276 - 4,788,537; Full time

Job summary

HNTB is seeking an administrative support specialist in Chicago to assist managers and department staff. You will manage calendars, schedule meetings, arrange travel, direct calls, and prepare reports and correspondence.

Proficiency with Outlook, Word, Excel and PowerPoint is used daily to support the team. The role requires a high school diploma or equivalent and at least two years of related administrative experience, along with strong organizational and confidentiality skills in a fast-paced

Qualifications

• High School Diploma/GED or equivalent.
• 2 years related administrative experience.
• Ability to maintain confidentiality.
• Strong planning, time management and organizational skills.
• Ability to balance multiple tasks and changing priorities.

Responsibilities

• Maintains calendars and schedules appointments.
• Coordinates and schedules meetings and prepares meeting agendas.
• Coordinates and arranges travel and accommodations, and prepares travel itineraries.
• Directs incoming calls, welcomes visitors, and answers routine questions.
• Compiles basic reports or presentations with information from established sources as directed.
• Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• May perform data input and prepare forms in support of the manager or department.
• Performs other duties as assigned.

Skills

Calendar management

Meeting coordination

Travel planning

Phone/visitor handling

Reporting & docs

Education

High School Diploma/GED

Tools

Outlook

Word

Excel

PowerPoint

Job description

HNTB is seeking an administrative support specialist in Chicago to assist managers and department staff. You will manage calendars, schedule meetings, arrange travel, direct calls, and prepare reports and correspondence.

Proficiency with Outlook, Word, Excel and PowerPoint is used daily to support the team. The role requires a high school diploma or equivalent and at least two years of related administrative experience, along with strong organizational and confidentiality skills in a fast-paced