Team Administrative Assistant

Spectrum Engineers, Inc.; Salt Lake City (UT); On-site; USD 40,000 - 55,000; Full time

Job summary

Spectrum Engineers, Inc. is seeking a Team Administrative Assistant in Salt Lake City, Utah. This full-time position focuses on providing vital administrative and organizational support to project teams and principals, ensuring smooth day-to-day operations.

The ideal candidate will have at least 2 years of experience in an administrative role, preferably within a professional services environment. Responsibilities include managing calendars, coordinating travel, and assisting with project documentation. A proactive, organized individual with Microsoft Office proficiency is essential to succeed in this role.

Qualifications

• 2+ years of administrative experience in a professional services environment.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to communicate effectively with team members.

Responsibilities

• Provide administrative support to project teams and principals.
• Coordinate travel arrangements and expense documentation.
• Assist with organizing and maintaining project files.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office

Education

High school diploma or equivalent; associate’s or bachelor’s preferred

Tools

Microsoft Office

Ajera

Vantagepoint

Bluebeam

Job description

The Team Administrative Assistant plays a key role in supporting project teams and principals by handling administrative tasks, coordinating information, and helping ensure day-to-day operations run smoothly. This role is ideal for someone who is highly organized, proactive, and enjoys supporting multiple stakeholders in a fast-paced professional services environment. This position does not manage projects or perform technical design work, but instead enables teams to be more effective by providing reliable administrative and organizational support.

Position Status: Full-Time, Hourly, and At Will.

Key Responsibilities:

Administrative & Team Support

• Provide administrative support to project teams and principals
• Manage calendars, meeting scheduling, and conference room coordination
• Assist with meeting preparation, agendas, and follow-up items
• Coordinate travel arrangements and expense documentation as needed

Project & Document Support

• Assist with organizing and maintaining project files in accordance with company standards
• Support document control, formatting, and distribution of project-related materials
• Help track deadlines, action items, and basic project coordination tasks
• Assist with proposal, qualification, and marketing document preparation as needed

Communication & Coordination

• Serve as a point of contact for internal coordination and external communication when appropriate
• Support onboarding of new team members by assisting with orientation
• Help ensure consistent communication across teams and departments

System & Office Support

• Support the use of internal systems such as timekeeping, ERP, and project management tools (e.g., Ajera, Vantagepoint, Microsoft Office, Bluebeam)
• Assist with data entry, reporting, and basic tracking as requested
• Provide general office and operational support to improve efficiency and consistency

Qualifications and Requirements:

• High school diploma or equivalent; associate’s or bachelor’s degree preferred
• 2+ years of administrative experience, preferably in a professional services, engineering, or AEC environment
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and support multiple team members
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong written and verbal communication skills

Preferred Qualifications:

• Experience in an engineering, architecture, construction, or consulting firm
• Familiarity with project-based environments and deadlines
• Experience with ERP or project management systems

Core Competencies:

• Organization and time management
• Professional communication
• Collaboration and teamwork
• Initiative and problem-solving
• Adaptability in a dynamic work environment

Work Environment & Expectations:

• This role requires regular collaboration with in-office teams
• In-office or hybrid presence is expected to support coordination and communication
• Occasional overtime may be required to support deadlines or special projects