Senior Administrative Assistant

HNTB Corporation; Santa Ana (CA); On-site; Full time

Job summary

HNTB Corporation is seeking an Administrative Support role that requires an organized individual with strong time management skills. The position involves maintaining calendars, scheduling meetings, and providing administrative assistance to managers. Ideal candidates will have a High School Diploma and related experience, with a potential preference for those holding an associate or bachelor's degree.

Benefits

Competitive salary

Employee Ownership

Comprehensive benefits package

Qualifications

• 4 years related administrative experience required.
• Ability to manage busy calendars and extensive travel.
• Demonstrated ability to compose and proofread documents.

Responsibilities

• Maintains multiple calendars and schedules appointments.
• Screens incoming calls and correspondence.
• Prepares reports and various correspondence using software.

Skills

Organizational skills

Time management

Confidentiality

Education

High School Diploma / GED

Associate or bachelor's degree preferred

Tools

Adobe Creative Suite

Canva

Microsoft Office Suite

Job description

What We're Looking For At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners. This opportunity entails, while under limited supervision, leverages specialized skills and experience to provide administrative support typically to officers and managers. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks. What You'll Do :

• Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
• Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager's attention.
• Communicates management's instructions or desires to various individuals and / or departments and initiates follow-up action. Furnishes and obtains information from other executives or outside representatives as requested.
• Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets.
• Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
• Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.
• May transcribe dictation, often covering subjects of a technical and / or confidential nature.
• Performs other duties as assigned. What You'll Need :
• High School Diploma / GED or equivalent
• 4 years related administrative experience What We Prefer :
• Ability to maintain confidentiality
• Ability to handle an extremely busy calendar and extensive travel
• Ability to work with graphics programs (Adobe Creative Suite, Canva etc) and high-level Power Point skills.
• Planning, time management and organizational skills
• Ability to balance multiple tasks and changing priorities
• Ability to collaborate with others and form working relationships with administrative peers across the Firm.
• Results oriented
• Demonstrated ability to compose, edit and proofread written documents (routine letters, business correspondence and reports of varying complexity)
• Associate or bachelor's degree preferred.
• 6 plus years' experience preferred. Additional Information Click here for benefits information : HNTB Total Rewards Click here to learn more about EOE including disability and vet Visa sponsorship is not available for this position. #DG #Administration . Locations : Santa Ana, CA (Irvine) . The approximate pay range for Los Angeles Metro Area and Orange County, CA is $28.53 - $42.80. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual's qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state. . . . . . . . NOTICE TO THIRD-PARTY AGENCIES : HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing / employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing / employment agency, person or entity. Staffing / employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.

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