Administrative Assistant - Engineering Support

Sargent & Lundy•Chattanooga, TN

2d•Hybrid

About The Position

This position allows for a hybrid work schedule with a mix of work spent in office (3) and working remote from home (2). Responsibilities will include, but are not limited to: Serve as the focal point for administrative and documentation activities, scope, and budget requirements of assigned projects. Provide real-time scheduling support by booking appointments/rooms and preventing conflicts utilizing Outlook Calendar. Order meals as needed for meetings. Plan and book domestic and international travel with accuracy. Plan events and workshops meticulously planning and executing events, from conceptualization to on-site management, ensuring all aspects align with the event objectives and budget. Write and edit procedures, review calculations, and other project-related documents in accordance with Sargent & Lundy's and/or client requirements. Gather the appropriate information to generate reports for the projects you have been assigned. Organize and maintain controlled documentation, including technical drawings, specifications, and records. Implement and enforce version control and document retention policies. Process documents change requests and track approval workflows. Provide and track access to confidential documents. Maintain documents and directories for audits and compliance reviews. Work with internal stakeholders to collect, distribute, and update required documents. Assist with time entry and prepare expense reports for approval.

Requirements

This position requires a high school diploma (or equivalent) and three years of administrative experience.
Prior experience working in a production environment, meeting established production and accuracy goals, with the ability to maintain focus on quality of detail.
Proficiency in Microsoft 365: Word, Excel, Outlook, Teams, and PowerPoint.
Proficiency in document management systems (e.g., SharePoint, Egnyte).
Proficiency in Adobe Acrobat and/or Adobe Pro.
Knowledge of or the ability to learn Power BI functionality.
Ability to work with internal and remote project teams.
Ability to prioritize and manage multiple tasks.
Document auditing and compliance tracking.
Excellent communication skills including writing and editing skills.
Candidate needs to be flexible, a team player, a self-starter and be open to overtime and/or occasional workday adjustments to accommodate international clients.

Nice To Haves

Foreign language literacy in any of the following languages: Spanish, Swedish, Polish, Slovak, Slovenian, Russian, Bulgarian, and/or Armenian. Other languages should be noted if applicable.
Some college level education in fields such as English, Writing, or Journalism.
Experience working in the Engineering and/or power industry field.

Responsibilities

Serve as the focal point for administrative and documentation activities, scope, and budget requirements of assigned projects.
Provide real-time scheduling support by booking appointments/rooms and preventing conflicts utilizing Outlook Calendar.
Order meals as needed for meetings.
Plan and book domestic and international travel with accuracy.
Plan events and workshops meticulously planning and executing events, from conceptualization to on-site management, ensuring all aspects align with the event objectives and budget.
Write and edit procedures, review calculations, and other project-related documents in accordance with Sargent & Lundy's and/or client requirements.
Gather the appropriate information to generate reports for the projects you have been assigned.
Organize and maintain controlled documentation, including technical drawings, specifications, and records.
Implement and enforce version control and document retention policies.
Process documents change requests and track approval workflows.
Provide and track access to confidential documents.
Maintain documents and directories for audits and compliance reviews.
Work with internal stakeholders to collect, distribute, and update required documents.
Assist with time entry and prepare expense reports for approval.