Executive Administrative Assistant

General Summary:

Provide full time administrative support in the day-to-day operations of the company. Function as Principal and engineering team’s primary administrative support person relied upon to manage heavy work load. Work alongside to manage schedules, travel, projects, and priorities, as well as work independently on many routine and assigned projects. Multitasking skills are CRITICAL. Legal secretary or paralegal skills/experience a big plus.

Essential to the Position:

• At least two years of receptionist or administrative assistant experience.
• Excellent written and verbal communication skills including grammar, punctuation and spelling skills.
• Professional manner, calm under deadline pressure, courteous and responsive to clients and co-workers.
• Good working knowledge of office and computer equipment.
• Ability to lift boxes weighing 30 pounds and arrange/transport for shipping.
• Ability to stand for extended periods of time to conduct scanning/printing projects.
• Must be present for scheduled work hours – work hours are not flexible for this position.
• Computer work for approximately 85% of the workday.

Principal Duties & Responsibilities:

• Able to stay ahead Principal and of engineering team’s schedule: anticipate needs; book travel; prepare files before meetings, etc.
• Strong administrative skills: general office procedures.
• Strong communications skills.
• Organization and attention to detail; able to meet deadlines.
• Sort, process, distribute, organize and prioritize incoming communications (facsimiles, phone calls, mail, express shipments and electronic messages).
• Arrange pickup and delivery of packages.
• Answer phones directing them to staff or taking messages.
• Organize paper and electronic documents for cases, inspections, depositions and trials. Assemble electronic files, save files to Dropbox and electronic media.
• Log project activities.
• Ability to use or learn Adobe Bridge, Acrobat, Outlook, Word, Excel, Access and the Internet; create and maintain data tables.
• Keep a detailed and accurate daily billing record of time.
• Photocopy and scan project materials.
• Run errands including picking up lunch as needed.
• Reliable transportation with valid driver’s license.
• Monitor and order office supplies.
• Maintain kitchen area, make coffee, light clean up.
• Interact with office vendors to ensure smooth operation of facility.
• An overall willingness to learn, improve, and increase knowledge/skills.
• Strong desire to serve.
• Team player.

Work hours 8:30am to 5:00pm Monday through Friday in office. Paid holidays, sick and vacation time after probation period. Excellent benefits. Competitive salary depending on experience and background.

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person