SENIOR ADMINISTRATIVE ASSISTANT

Vanasse Hangen Brustlin; Richmond (VA); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to join their dynamic team in Richmond. This role involves a variety of administrative tasks, including managing office operations, supporting project managers, and coordinating events. The ideal candidate will excel in time management, possess strong communication skills, and be proficient in Microsoft Suite. With a commitment to employee growth and a focus on community improvement, this firm offers a collaborative environment where your contributions will be valued. If you are proactive and detail-oriented, this opportunity could be the perfect fit for you.

Qualifications

• 5+ years of advanced office administration experience required.
• High school diploma or GED; associate’s degree preferred.
• Experience in multi-disciplinary engineering firms is a plus.

Responsibilities

• Perform clerical duties including answering phones and preparing documents.
• Coordinate office events and maintain a professional environment.
• Support project managers with administrative functions.

Skills

Time Management

Problem-Solving

Customer Service

Verbal Communication

Written Communication

Organizational Skills

Attention to Detail

Microsoft Suite Proficiency

Education

High School Diploma or GED

Associate's Degree or Advanced Coursework

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Microsoft Access

Microsoft PowerPoint

Microsoft Project

Microsoft Visio

Job description

About the Position

VHB is seeking an experienced Senior Administrative Assistant to support a wide variety of administrative projects in our Richmond office.

Responsibilities

1. Work in the office Monday through Friday from 8:00 am to 5:00 pm, with potential for overtime and occasional outside-hours assistance for events.
2. Ensure all common areas are presentable and operate efficiently and professionally.
3. Greet guests in a friendly, professional manner as the first point of contact.
4. Perform clerical duties such as answering phones, responding to emails, and preparing documents, including correspondence and presentations.
5. Coordinate with VHB and building management to maintain the office environment.
6. Handle mailing, shipping, and delivery of packages and mail.
7. Type, format, proofread, and edit MS Word documents like client letters, reports, and contracts.
8. Assist with department meetings, ordering lunches, setting up and breaking down events, mailings, copying, filing, and scanning.
9. Coordinate office events, including planning, logistics, and vendor communication.
10. Order documents and plans, and coordinate deliveries as needed.
11. Support project managers and finance team with administrative functions, including project setup, amendments, and invoice processing.
12. Assist with travel and car rental arrangements.
13. Organize conference rooms and manage technical setups for meetings.
14. Must be able to lift 50 lbs and travel to various offices in Virginia Beach and Williamsburg 1-2 times per month.

Skills and Attributes

• Excellent time management and multitasking skills in a fast-paced environment.
• Good judgment, problem-solving, and decision-making abilities.
• Strong customer service orientation and interpersonal skills.
• Excellent verbal and written communication skills with proper grammar and punctuation.
• Organizational skills for clerical tasks.
• Experience with contract and invoice preparation.
• Attention to detail, self-motivation, and proactive thinking.
• Situational awareness and positive attitude.
• Ability to work independently and accept direction.
• Willingness to learn new skills.
• Proficiency in Microsoft Suite (Word, Excel, Outlook, Teams, Access, PowerPoint, Project, Visio).

Qualifications

• 5+ years of advanced office administration experience.
• High school diploma or GED; associate’s degree or advanced coursework preferred.
• Experience with multi-disciplinary engineering firms is a plus.

About VHB

VHB is a team of engineers, scientists, planners, and designers committed to improving mobility, communities, and economic vitality while balancing development with environmental stewardship. We value diversity, inclusion, and employee growth, offering comprehensive benefits and opportunities for complex project work.