Staff Administrative Assistant 2

Haley & Aldrich Inc.; Helena (MT); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a Staff Administrative Assistant to enhance their collaborative office environment. This full-time role in Helena, MT, focuses on providing top-notch administrative support, including proofreading, document management, and office coordination. The ideal candidate will thrive in a dynamic setting, utilizing advanced skills in Microsoft Office and Adobe Acrobat to ensure operational excellence. Join a progressive team dedicated to fostering professional growth and making a positive impact in the community. Embrace this opportunity to develop your career while contributing to meaningful projects that enhance safety and quality of life.

Benefits

Career Growth Opportunities

Competitive Compensation

Solid Benefits Package

Qualifications

• 7+ years in a professional administrative support position.
• Must be highly proficient in Microsoft Office 365 applications.
• Outstanding proofreading and technical editing skills.

Responsibilities

• Proofread and copy edit technical documents for quality and consistency.
• Manage general office tasks and greet visitors professionally.
• Coordinate meetings and assist with new hire orientations.

Skills

Microsoft Office 365

Proofreading

Adobe Acrobat DC Pro

Time Management

Interpersonal Skills

MS Teams

MS Visio

MS Project

Education

Bachelor's Degree

Tools

Adobe Acrobat DC Pro

Microsoft Teams

MS Office 365

Job description

Are you looking to make the world a better place? At Haley & Aldrich, 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 support of various projects and other opportunities!

This is a full-time position located in our Helena, MT or Butte, MT office.

DUTIES/RESPONSIBILITIES

1. 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.
2. 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.
3. 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.
4. Produce/edit spreadsheets, charts, and graphs, pivot tables.
5. 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.
6. 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.
7. Schedule, coordinate, and support on- or off-site meetings, conferences, office activities, and Microsoft Teams meetings, as well as handle travel arrangements.
8. Coordinate and assist with new hire orientations and training in the local office.
9. 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

Minimum Skills and Requirements:

1. 7+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred.
2. Bachelor’s degree preferred or combined education and experience.
3. 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.
4. Possess intermediate skills or better in MS Visio and MS Project. SharePoint or gINT experience is a plus.
5. Must have experience working with large Word documents created from templates, applying styles, and table of contents.
6. Must possess outstanding proofreading/technical editing skills.
7. Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
8. Experience in assisting staff with professional licenses is a plus.
9. Must be resourceful and possess the drive and ability to work proactively and work well under pressure to meet project deadlines.
10. Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
11. Excellent verbal, written, and interpersonal skills.
12. Current Notary Public, or willing/able to become one.

About Haley & Aldrich

Haley & Aldrich is committed to solving our clients’ most meaningful challenges in the built and natural environments. Our team of 1,000+ engineers and scientists across the United States draws 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. Find us at haleyaldrich.com and LinkedIn.

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. Interested candidates should apply on our Careers page.

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.