Senior Administrative Assistant

Vanasse Hangen Brustlin Inc.; Richmond, Virginia, Rogers (VA, MN, AR); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Senior Administrative Assistant to join their dynamic team in Richmond. This role involves supporting various administrative projects, ensuring the office runs smoothly, and providing exceptional customer service as the first point of contact. The ideal candidate will have a strong background in office administration, excellent communication skills, and proficiency in Microsoft Suite. Join a collaborative and inclusive environment where your contributions will help enhance communities and improve mobility. If you thrive in a fast-paced setting and are eager to take on new challenges, this opportunity is perfect for you.

Benefits

Best-in-class benefits

Focus on learning and development

Diverse and inclusive culture

Opportunity to work on complex projects

Qualifications

• 5+ years of advanced office administration experience required.
• Experience in a multi-disciplinary engineering firm is a plus.
• Associate's degree or advanced administrative coursework preferred.

Responsibilities

• Support administrative projects for the Richmond office.
• Manage clerical duties including phone calls and emails.
• Coordinate office events and assist with project management.

Skills

Time Management

Customer Service

Microsoft Suite Proficiency

Problem-Solving

Communication Skills

Education

High School Diploma or GED

Associate's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Teams

Job description

Senior Administrative Assistant

Job Locations

US-VA-Richmond

ID

2025-5207

Category

Administrative/Clerical

Type

Regular Full-Time

Career Stage Type

Experienced

# of Openings

1

Overview

ABOUT THE POSITION

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

Responsibilities

Available to work in office Mondays-Fridays 8:00 to 5:00pm with the possibility of overtime and occasional outside of business hours assistance for events.
• Ensures all common areas are presentable and runs in an efficient and professional manner.
• As first point of contact, greets guests in a professional, friendly, hospitable fashion.
• Clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence and presentations.
• Coordination with the VHB and building facility/management teams to ensure the office is well maintained.
• Files, ship packages and sort/deliver daily mail.
• Types, formats, proofreads, and edits MS Word documents including client letters, reports, and contracts.
• Assists with other department meetings, ordering lunches, setting up and breaking down lunches, mailings, copying, filing and scanning.
• Coordinating office events, including planning, logistics, and vendor communications.
• Ordering documents/plans and coordinating deliveries as needed.
• Work closely with project managers and finance team to support administrative functions and processes, such as (but not limited to):
  • Assisting with project set up and amendment management.
  • Assisting with the preparation of contracts and amendments, including developing contract drafts and formatting.
  • Coordinating contract terms and conditions review with internal Legal Counsel and clients.
  • Assisting with the preparation of sub-consulting agreements.
  • Assisting Project Managers in processing invoices, including progress report preparation, and coordination with the finance team.
• Assists with making travel and car rental reservations.
• Assists with organizing/setting up conference rooms for meetings including technical aspects of audio and video connections for presentations and virtual meetings.
• Able to lift 50lbs.
• Ability to travel to VHB's various offices in Virginia Beach and Williamsburg 1-2 times per month.

Skills and Attributes

• Excellent time management skills and the flexibility to multi-task and prioritize in a fast-paced environment where deadlines are essential.
• Ability to maintain positive composure, use good judgment, problem-solving and decision-making skills
• Strong, positive customer service orientation and solid interpersonal communication.
• Articulate phone demeanor with exceptional customer service orientation and interpersonal skills.
• Excellent verbal and written communication skills, including appropriate grammar & punctuation.
• Ability to organize and provide clerical functions such as typing, filing, etc.
• Ability to assist with preparation of contract documents and invoices.
• Excellent attention to detail, self-motivation and the ability to think proactively is essential.
• Keen sense of Situational Awareness in a team environment with a professional, positive attitude.
• Self-motivated to work independently as well as to accept direction on assignments.
• Ability to think proactively with willingness to go the extra mile.
• Willingness to learn new skills.
• Proficient 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 some advanced administrative coursework preferred
• Experience working with multi-disciplinary engineering firm a plus

We are VHB! We're an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments. Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment.

Our people make us great! VHB provides a differentiating employee experience, which includes:

• Diverse and inclusive culture of collaboration and innovation
• Opportunity to work on complex, transformational projects
• Community and social responsibility as sustainable stewards
• Focus on learning, development, and career growth
• Best-in-class benefits

We are consistently rated one of the top AEC firms to work for across our 30+ offices on the East Coast. We're growing, and we hope you'll join us!

VHB is a proud Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of inclusion and belonging, supported by deep-rooted core values, one of which is diversity. Qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, sexual orientation, gender identity/expression, national origin, disability, protected veteran status, or other characteristics protected by law.

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