Senior Administrative Assistant

HNTB Corporation; Tallahassee (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

HNTB Corporation in Tallahassee, FL is seeking an administrative assistant to support senior leaders and the department. You will manage calendars, coordinate meetings, arrange travel, and assist with expense reports and correspondence.

Proficiency in Outlook, Word, Excel and PowerPoint is expected. A High School Diploma/GED plus 4 years of related admin experience are required; strong organization and communication skills are essential for success.

Qualifications

• High School Diploma or GED is required.
• 4 years of related administrative experience preferred.
• Strong organization and communication skills are essential.

Responsibilities

• Maintains multiple calendars and schedules appointments.
• Coordinates and schedules meetings and prepares meeting agendas.
• Arranges travel and accommodations and prepares itineraries.
• Screens calls, emails, letters and visitors for the manager.
• Prepares reports, meeting minutes, and presentations.
• Maintains electronic and physical files and handles correspondence.
• Prepares and submits expense reports with correct coding.

Skills

Calendar management

Meeting coordination

Travel arrangements

Communication

Organization

Time management

Education

High School Diploma/GED

Tools

Outlook

Word

Excel

PowerPoint

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 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 equivalent 4 years related administrative experience

What 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.

Locations

Tallahassee, FL

At HNTB, we are harnessing the power of collaboration and innovation to establish a new vision for the future of mobility across our country. You don’t have to look far to see our impact. For more than a century, HNTB’s spark has connected people and places, expanded opportunity, and left a lasting impact on our communities. Our culture of integrity and inclusion, combined with groundbreaking solutions, has affirmed our reputation and positioned our firm as the industry leader in delivering extraordinary value. When you join HNTB, you are joining an employee-owned firm founded on the values of integrity, collaboration, personal accountability, respect for others, and the development of all employees. We are committed to the continual improvement of an inclusive workplace. We encourage our employees to bring their whole and authentic selves to work, provide them a meaningful welcoming environment where they are valued, celebrated and respected. Diversity of thought and unique perspectives drives innovation, engagement and retention, which makes HNTB better and brings value to our clients and our communities.

Equal Opportunity Employer HNTB is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other status protected by law. We will provide reasonable accommodations for qualified individuals with a disability where appropriate.

Equal Opportunity Employer/Disability/Veteran Visa sponsorship is not available for this position.

Work Authorization

In compliance with the Immigration Reform and Control Act of 1986, we will only employ qualified individuals legally authorized to work in the United States (if the position is or will be one which is subject to U.S. law). Verification of employment eligibility will be required. HNTB participates in E-Verify Know your rights: Right to Work