Senior Administrative Assistant

HNTB Corporation; Tallahassee (FL); On-site; USD 38,000 - 54,000; Full time

Job summary

HNTB Corporation in Tallahassee, FL is seeking an experienced administrative professional to support senior leaders. The role includes managing calendars, arranging travel, handling correspondence, and preparing reports and presentations.

Excellent organizational skills and proficiency in Outlook, Word, Excel and PowerPoint are required. The candidate should have a High School Diploma or GED and at least four years of related experience, with a strong ability to manage competing priorities in a

Qualifications

• High School Diploma or GED or equivalent.
• 4 years related administrative experience.
• Experience managing calendars, travel, expenses and correspondence.

Responsibilities

• Maintains multiple calendars and schedules appointments.
• Coordinates meetings and travel arrangements; prepares itineraries.
• Screens calls, emails and visitors; handles routine correspondence.
• Prepares reports, presentations and documents under general guidance.
• Processes expense reports with proper coding and documentation.
• Maintains electronic and physical files and supports office operations.

Skills

Calendar management

Travel coordination

Communication

Vendor coordination

Administrative support

Education

High School Diploma or GED

4 years related administrative experience

Tools

Outlook

Word

Excel

PowerPoint

Job description

What We're Looking ForAt 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 senior leaders and managers. Administrative functions may include maintaining calendars; scheduling meetings, including attendance at external events; making travel arrangements and assisting in preparing and submitting expense reports; handling correspondence; preparing reports, meeting minutes, presentations, agreements, and contract documents; distributing mail; maintaining electronic and physical files; working with vendors to obtain quotes; serving as a point of contact and resource for visitors; and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various other 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 equivalent4 years related administrative experienceWhat We Prefer:Experience supporting operations for warehouses, maintenance, or fleet management.Assist in request for quotes (RFQ) from vendors.Planning, time management and organizational skills.Ability to balance multiple tasks and changing priorities.Strong organization and prioritization skills.Exceptional oral and written communications skills.Ability to effectively interact with and build relationships.Additional InformationClick here for benefits information: HNTB Total RewardsClick here to learn more about Equal Opportunity Employer/Disability/VeteranVisa sponsorship is not available for this position.#AJ.Locations:Tallahassee, FL.....................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.