Administrative Assistant II

Willdan•Los Angeles, CA

About The Position

The future is now, Willdan is “Envisioning the Future” of clean energy and infrastructure as well as Sustainability through our work with cities, buildings, and transportation. Willdan is a national leader in energy, engineering, and software consulting services. Since 1964, we have provided all aspects of municipal and infrastructure engineering, including building and safety, public works, public financing, planning, and construction management services. We help engineers, facility owners, municipalities, and utilities meet their long-term goals and transition communities to clean energy and a sustainable future. Using this collective expertise, we have delivered over 100,000 projects to public agencies, small businesses, healthcare, hospitality, and educational facilities. We provide program administration and assistance to improve grid resiliency to over 50 investor-owned utilities Why Willdan? Competitive Salary Comprehensive Medical, Dental, and Vision Insurance 401K + employer match Employee Stock Purchase Program Employee Discount Program Generous Employee Referral Program Opportunities for Career Growth and Development Willdan is seeking a a proactive, highly organized Administrative Assistant to provide critical administrative and clerical support to senior management while ensuring the smooth day-to-day functioning of our office operations.

Requirements

Associate or bachelor’s degree preferred; equivalent combination of education and experience considered.
Minimum of 3-5 years in an administrative, executive assistant, or office manager role.
Demonstrated ability to handle confidential information with professionalism and discretion.
Excellent verbal and written communication skills; customer service orientation.
Ability to work with all levels of internal staff, as well as outside clients and vendors.
Experience coordinating meetings, maintaining calendars, tracking invoices, and managing multiple priorities with minimal supervision.
Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams); comfort with database systems and expense tools.
Able to work independently and collaboratively in a fast-paced, mission-driven environment.

Responsibilities

Maintain office supply and refreshment inventory, liaise with vendors, and ensure smooth facility operations of the Downtown Los Angeles Office.
Process incoming calls, mail, e-mail, route documents, manage conference room and office calendars, and oversee filing systems (digital and physical).
Serve as the first point of contact for office visitors and client inquiries, maintaining a polished, professional front.
Prepare for and host internal, client, and partner meetings including preparing agendas, ordering meals and refreshments, and ensuring clean and professional meeting spaces both before and after events.
Manage executive calendars and coordinate scheduling of internal and external meetings, site visits, and inspections.
Prepare and distribute agendas, record meeting minutes, and track follow-ups to ensure deadlines are met.
Draft, format, and proofread internal and client-facing documents, memos, and correspondence.
Compile, track, and submit executive expense reports in a timely and accurate manner.
Coordinate travel arrangements and maintain records of reservations and itineraries.
May work in multiple office locations and limited travel as needed.