Administrative Assistant

Robinson Engineering•Itasca, IL

6d•Hybrid

About The Position

The Administrative Assistant is part of the Administrative Support team and provides office support for an engineering services company. The position is based in the Itasca office and works with staff, clients, visitors, contractors, vendors, engineering staff, and support departments. The workplace is described as creative and family-like, with opportunities for growth, collaboration, and community impact. The role supports reception and communications, office operations, document preparation, recordkeeping, meeting and event coordination, vendor invoice processing, project and client information maintenance, and new employee onboarding. It also helps with employee engagement and community activities. The position offers a hybrid work schedule and pays $25 to $29 per hour; final compensation depends on experience, applicable licenses or certifications, and internal pay structures.

Requirements

High school graduate or equivalent.
At least 5 years of experience in an office setting with 25 or more employees.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Publisher, Outlook, and Teams.
Strong verbal and written communication skills and relationship-building skills.
Effective problem-solving and decision-making skills, with the ability to be collaborative.
Excellent organizational, planning, and prioritization skills.

Nice To Haves

Prior experience at an engineering or technical firm is desirable.
Experience with Adobe Acrobat is a plus.

Responsibilities

Answer and route incoming phone calls, take accurate messages, and greet and direct clients, visitors, contractors, and vendors.
Receive, sort, and distribute incoming mail, packages, and courier deliveries, and coordinate outgoing shipments.
Order and maintain inventory of office supplies.
Maintain a clean, organized, professional office, including conference rooms, the reception area, and shared workspaces.
Serve as the primary point of contact for staff at the assigned office.
Type, prepare, format, and proofread correspondence, memos, emails, reports, spreadsheets, presentations, and other documents to company standards.
Maintain organized electronic and physical filing systems for project, administrative, and office records according to company retention policies.
Schedule and organize meetings, conferences, events, and activities, including booking rooms, sending invitations, and arranging catering and audiovisual needs.
Assist engineering staff and support departments with projects as needed.
Maintain and update project lists, contact databases, and client information.
Process vendor invoices, verify receipt of goods or services, and route approvals to accounting.
Assist with onboarding new employees, including workstation setup, equipment and access requests, and orientation materials, in coordination with HR.
Support employee engagement efforts, including office celebrations, recognition events, and community involvement activities.

Benefits

Flexible hybrid work schedule.
Competitive compensation.
Multiple health insurance options, including a $0-premium base plan.
Company-paid LTD/STD and life insurance.
Profit sharing.
401(k) with a match.
Tuition reimbursement.
License and professional reimbursement.
Paid parental leave.
Annual family and corporate outings.
Wellness events.
First-time home buyer program.
Stewardship opportunities and paid time off for volunteering.
Company events, including family zoo days, happy hours, an annual softball game, and monthly office events.