Administrative Assistant

Stratus Team•Richmond, VA

10d•Hybrid

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to technical and business teams within the Architecture, Engineering, and Construction (AEC) environment. This role is responsible for coordinating administrative activities, managing documentation, supporting project teams, assisting with client communications, and ensuring efficient office operations. The Administrative Assistant serves as a key point of coordination among project managers, technical staff, clients, vendors, and internal departments, contributing to the successful execution of projects and business operations.

Requirements

Associate degree in Business Administration, Office Administration, or related field preferred.
Minimum of 3 years of administrative support experience.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Demonstrated experience utilizing generative AI and other emerging technologies to streamline administrative processes, improve operational efficiency, support document development, and enhance overall work productivity while maintaining accuracy and confidentiality.
Strong organizational, communication, and customer service skills.
Demonstrated ability to manage confidential information appropriately.

Nice To Haves

Experience supporting architecture, engineering, construction, consulting, or professional services organizations.
Experience with project management software, document management systems, or ERP platforms.
Experience assisting with proposal development, marketing support, or client-facing documentation.
Familiarity with AEC project lifecycles, terminology, and business operations.

Responsibilities

Provide administrative support to project managers, architects, engineers, and leadership teams to ensure efficient daily operations.
Prepare, format, edit, and distribute professional correspondence, reports, proposals (as needed), contracts, presentations, and project documentation.
Coordinate meetings, conference calls, project reviews, and client engagements, including scheduling, agenda preparation, and meeting documentation.
Maintain project files, records, and documentation in accordance with company standards, quality procedures, and document control requirements.
Assist with project setup activities, including file organization, contract documentation, and project tracking systems.
Support proposal and business development efforts by assisting with document preparation, resumes, project sheets, and marketing materials.
Coordinate travel arrangements, expense reporting, and reimbursement documentation for assigned team members.
Monitor and manage incoming communications, ensuring timely routing and follow-up of requests and action items.
Assist with invoice processing, vendor coordination, purchase requests, and project-related administrative tasks.
Track project deadlines, deliverables, and administrative milestones to support project teams in meeting client commitments.
Maintain confidential employee, client, financial, and business information with discretion and professionalism.
Support office operations, including supply management, facility coordination, and general administrative functions.
Assist with onboarding activities for new employees, including scheduling, documentation preparation, and coordination with internal departments.
Identify opportunities to improve administrative processes, workflow efficiency, and document management practices.
Perform other duties as assigned to support business operations and project success.