Senior Administrative Assistant 1

Haley & Aldrich; Annapolis (MD); On-site; USD 40,000 - 51,000; Part time

Benefits offered by this job

Discretionary bonus program

Sign-on bonus

Competitive benefits package

Job summary

Haley & Aldrich in Annapolis, MD is seeking a Senior Administrative Assistant 1 to support a Maryland Department of Natural Resources program and broader administrative team. The role is regular part-time (24 hours/week) with in-office days Tue–Thu.

You will manage front desk operations, prepare documents, and assist with travel, meetings, and marketing tasks. The ideal candidate has 4+ years of corporate experience, strong communication skills, and proficiency in Word, Excel, PowerPoint,

Qualifications

• 4+ years of corporate work experience.
• Paralegal experience preferred.
• Strong attention to detail to deliver high quality work products.
• Excellent verbal and written communication skills and interpersonal skills.
• Proficient with Microsoft Office apps and Adobe Acrobat Pro XI.
• Familiarity with SharePoint and MS Project.
• Proven track record of executive support and maintaining confidentiality.

Responsibilities

• Provide administrative support to project and client programs with attention to standards and accuracy.
• Proofread, edit, format, and produce documents using MS Word, Excel, PowerPoint, Visio.
• Produce large PDF documents with Acrobat DC Pro and security features.
• Manage front desk and receptionist duties including greeting visitors and routing calls.
• Oversee office operations to maintain deliverables and clean common areas.
• Coordinate travel arrangements and registrations for conferences.
• Assist with RFP responses and other marketing/document needs.
• Support project administration and event coordination.

Skills

Corporate experience

Paralegal experience

Attention to detail

Verbal and written communication

Confidentiality

Tools

Adobe Acrobat Pro XI

SharePoint

MS Project

Job description

Senior Administrative Assistant 1

Annapolis, MD, United States | req2131

Find your path and enjoy the journey at Haley & Aldrich. With us, you’ll tackle clients’ most meaningful challenges in the built and natural environments – and, in turn, build stronger communities. You’ll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning.

As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well-being, and quality of life. Join us to accelerate this vision and your professional development.

Come join a diverse and talented team as a Senior Administrative Assistant 1. Take advantage of the opportunity to be part of an exciting, growing office and be a valued member of a nationwide administrative team across the country. We are a dynamic company with many different service areas, and we value and support internal growth and development. This is a regular, part-time (24 hours/week) position in our Annapolis,MD office. Core office days are Tuesday through Thursday within-office attendance required.

DUTIES/RESPONSIBILITIES

• Provide administrative support to project and client-specific program, specifically the Maryland Department of Natural Resources (MD DNR) Power Plant Research Program (PPRP), in partnership with the Maryland Attorney General’s office as needed. This support will include note transcription, compiling exhibit lists, posting new filings, submitting completeness recommendations, visits to the Attorney General’s office (located in Annapolis), and other tasks as needed.
• Efficiently proofread, edit, format, and produce documents using MS Word, Excel, PowerPoint, and Visio with emphasis on quality, adherence to our document standards, and for overall grammatical correctness and consistency.
• Produce and assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, navigational tools, creating forms, and securing documents.
• Act as the “face of the company” by performing front desk/receptionist duties to include greeting all visitors upon arrival and notifying staff; answer main office phone and route calls with high accuracy in a manner that demonstrates culture, values, image, and client service expectations.
• Perform general office managerial duties in a professional manner, including front desk administration tasks, maintaining office equipment to enable production of high-quality client deliverables on-time, and maintaining all common areas, including the front lobby, reception, kitchen/break areas conference rooms.
• Route incoming packages and supplies to the appropriate work group.
• Demonstrate professionalism and possess the ability to work well under pressure and changing priorities; be deadline and detail oriented and have a positive “can do” attitude.
• Deliver administrative support in the areas of creating, editing, and producing hard copy documents and electronic deliverables, with emphasis on providing quality control by reviewing documents for adherence to document standards and for overall grammatical correctness and consistency.
• Provide support in the areas of travel arrangements, registering for conferences and maintaining staff accreditations.
• Provide marketing support such as creating RFP responses and other related documents.
• Assist with project administration.
• Schedule, coordinate, and support on- or off-site conferences, meetings, events, teleconferences, and Teams meetings. This includes, but not limited to, interaction with catering companies and setting up laptops and projection equipment.
• Act as building facilities liaison when any issues arise.
• Successfully take direction and manage multiple priorities with ease.
• Perform other tasks as requested.

SKILLS/EXPERIENCE

Minimum Skills & Experience

• 4+ years of corporate work experience. Paralegal experience preferred.
• Strong attention to detail to deliver high quality work products that meet internal and client document standards.
• Able to respond promptly and effectively to external and internal clients and efficiently manage time to prioritize tasks.
• Excellent verbal and written (grammar, punctuation, etc.) communication skills and exceptional interpersonal skills.
• Must be highly proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro XI.
• Must possess intermediate skills with SharePoint and MS Project.
• Familiarity with operating standard office equipment (phones, copier, printers, fax, LCD projector, etc.).
• Familiarity with email & manipulation of files: attachments, CD versions, document management, etc.
• Proven track record of executive support and maintaining confidentiality.

About Haley & Aldrich

Haley & Aldrich is committed to delivering the value our clients need from their capital, operations, and environmental projects. Our one-team approach allows us to draw from our 900 engineers, scientists, and constructors in more than 35 offices for creative collaboration and expert perspectives. Since our founding in 1957, we have had one goal in all we do: deliver long-term value efficiently, no matter how straightforward or complex the challenge. Learn more at haleyaldrich.com.

Haley & Aldrich is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to gender, race, age, disability, veteran, or any other legally protected status.

We offer excellent career growth, a highly competitive total compensation plan, and a solid benefits package.

The salary range for this position in Annapolis, MD is $29.00-$37.00 per hour. Actual compensation will be based upon a variety of factors such as education, related work experience, certificates, skills, and current market conditions. Haley & Aldrich reviews salary ranges each quarter to assess competitiveness with the market. This role is eligible to participate in the company’s discretionary bonus program. This role may be eligible to receive a sign-on bonus.

Note to external search firms: Haley & Aldrich does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Please do not send resumes to Haley & Aldrich employees. Please work through a Talent Acquisition Manager.

ACCOMMODATIONS FOR APPLICANTS WITH DISABILITIES AND LIMITED ENGLISH PROFICIENCY

Haley & Aldrich, an equal opportunity employer committed to a diverse workforce. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veterans´ Readjustment Act of 1974, Title I of the Americans with Disabilities Act of 1990 and pursuant to Executive Order 13166, applicants with disabilities or limited English proficiency that require accommodation in the job application process may contact 1-617-886-7400 for assistance.

Equal employment opportunity, including veterans and individuals with disabilities.

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