Staff Administrative Assistant

Haley & Aldrich; Costa Mesa (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

Haley & Aldrich in Costa Mesa is seeking a Staff Administrative Assistant 2 for a temporary, full-time role. You will support office operations, proofreading, and document management, serving as a friendly face for visitors and coordinating meetings.

The ideal candidate brings 4+ years of admin experience, strong MS Office 365 skills, and attention to detail; notary status a plus. This position offers competitive hourly pay, local benefits, and opportunities to grow within a national engineering

Qualifications

• 4+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred.
• Bachelor’s degree preferred or combined education and experience.
• Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro.
• Possess intermediate skills or better in MS Visio and MS Project. SharePoint or gINT experience is a plus.
• Must have experience working with large Word documents created from templates, applying styles, and table of contents.
• Must possess outstanding proofreading/technical editing skills.
• Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
• Experience in assisting staff with professional licenses is a plus.

Responsibilities

• Be a reliable, go-to resource in this collaborative office and have the attitude, willingness, and initiative to pitch in wherever needed in the local office or virtually across the company.
• Proofread and copy edit technical documents, with an emphasis on grammar, sentence structure, punctuation, formatting to our style guidelines, consistency, neatness, and strong attention to detail for overall quality.
• Produce/assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, using navigational tools, creating forms, and securing documents.
• Produce/edit spreadsheets, charts and graphs, pivot tables.
• Provide general office management services in a professional manner, including front desk administration tasks, maintaining office equipment and supplies, and maintaining all common areas including the front lobby, reception, and kitchen/break areas.
• Act as the “face of the company” by greeting/welcoming all visitors in a polite and professional manner, answer main office phone and route calls, and handle all mailing and packages.
• Schedule, coordinate, and support on- or off-site meetings, conferences, office activities, and Microsoft Teams meetings, as well as handle travel arrangements.
• Coordinate and assist with new hire orientations and training in the local office.
• Assist with the planning, coordination, and execution of office relocation, including supporting logistical arrangements, coordinating with vendors, organizing office supplies and equipment, and helping ensure a smooth transition to the new location.
• Participate in and contribute to monthly national Administrative group meetings to keep up to date on all admin-related topics including company news and information and changes that affect the group, as well as knowledge sharing presentations and discussion where you have the opportunity to share your experience and skills.

Skills

Administrative support

Proofreading

Time management

Communication

Notary Public

Education

Bachelor's degree preferred

Tools

MS Office 365

Microsoft Teams

Adobe Acrobat DC Pro

MS Visio

MS Project

SharePoint

gINT

Job description

Staff Administrative Assistant

Costa Mesa, CA, United States | req2173

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.

We are looking to add new talent to our growing team! We are currently seeking a Staff Administrative Assistant 2, who will demonstrate strong overall office administration skills, as well as a high level of proficiency in proofreading/copy editing of documents and other support activities. We are a progressive company with many different service areas focused on technical innovation and diversity. As such, we value and support internal growth and development. Join our Team of administrative professionals as we foster collaborative teamwork and learning in the support of various projects and other opportunities! This is a temporary, full-time position located in our Costa Mesa, CA office.

DUTIES/RESPONSIBILITIES

• Be a reliable, go-to resource in this collaborative office and have the attitude, willingness, and initiative to pitch in wherever needed in the local office or virtually across the company.
• Proofread and copy edit technical documents, with an emphasis on grammar, sentence structure, punctuation, formatting to our style guidelines, consistency, neatness, and strong attention to detail for overall quality.
• Produce/assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, using navigational tools, creating forms, and securing documents.
• Produce/edit spreadsheets, charts and graphs, pivot tables.
• Provide general office management services in a professional manner, including front desk administration tasks, maintaining office equipment and supplies, and maintaining all common areas including the front lobby, reception, and kitchen/break areas.
• Act as the “face of the company” by greeting/welcoming all visitors in a polite and professional manner, answer main office phone and route calls, and handle all mailing and packages.
• Schedule, coordinate, and support on- or off-site meetings, conferences, office activities, and Microsoft Teams meetings, as well as handle travel arrangements.
• Coordinate and assist with new hire orientations and training in the local office.
• Assist with the planning, coordination, and execution of office relocation, including supporting logistical arrangements, coordinating with vendors, organizing office supplies and equipment, and helping ensure a smooth transition to the new location.
• Participate in and contribute to monthly national Administrative group meetings to keep up to date on all admin-related topics including company news and information and changes that affect the group, as well as knowledge sharing presentations and discussion where you have the opportunity to share your experience and skills.

SKILLS/EXPERIENCE

• 4+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred.
• Bachelor’s degree preferred or combined education and experience.
• Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro.
• Possess intermediate skills or better in MS Visio and MS Project. SharePoint or gINT experience is a plus.
• Must have experience working with large Word documents created from templates, applying styles, and table of contents.
• Must possess outstanding proofreading/technical editing skills.
• Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
• Experience in assisting staff with professional licenses is a plus.
• Must be resourceful and possess the drive and ability to work proactively and work well under pressure in order to meet project deadlines.
• Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
• Excellent verbal, written, and interpersonal skills.
• Current Notary Public, or willing/able to become one.

The salary range for this position in Costa Mesa, CA is $29.00-$36.00 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.

About Haley & Aldrich

Haley & Aldrich is committed to delivering the value our clients need from their capital, operations, and environmental projects. Our team of 1,000+ engineers and scientists across the United States draw inspiration from one mission: to work closely with clients as they navigate change to create safer, more robust places to live and work. Since our founding in 1957, organizations across the public and private sectors have relied on us for technical excellence and empathetic leadership that achieve results and secure a thriving tomorrow. 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.

Haley & Aldrich is 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.

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.