Administrative Assistant

HNTB Corporation•Chicago, IL

48d•$23 - $34•Onsite

About The Position

At HNTB, you can build a career that is meaningful to you while helping shape the communities we all live in. For over a century, we’ve helped deliver some of the most impactful infrastructure projects across the country — and with our continued growth, it’s an exciting time to be part of our team of employee-owners. In this role, you’ll support managers and department staff by helping with scheduling, calendar coordination, travel arrangements, correspondence, mail distribution, filing, and other administrative tasks that keep the team running smoothly. You’ll work closely with Outlook, Word, Excel, PowerPoint, Teams and other HNTB systems, so being comfortable using and learning new software is important. The standard schedule is 8:00 AM to 5:00 PM, with the occasional need to start earlier or stay later to support executive meetings or onsite events. We appreciate flexibility and teamwork, and we’ll always communicate those needs in advance whenever possible. Targeting Start Date in early January 2026.

Requirements

High School Diploma/GED or equivalent
2 years related administrative experience

Nice To Haves

Ability to maintain confidentiality
Planning, time management, and organizational skills
Ability to balance multiple tasks and changing priorities
Oracle iExpense
Ordering/stocking office supplies

Responsibilities

Maintains calendars and schedules appointments.
Coordinates and schedules meetings and prepares meeting agendas.
Coordinates and arranges travel and accommodations, and prepares travel itineraries.
Directs incoming calls, welcomes visitors, and answers routine questions.
Sorts and distributes incoming mail and prepares outgoing mail.
Compiles basic reports or presentations with information from established sources as directed.
Prepares a variety of correspondence with a moderate degree of guidance.
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
May perform data input and prepare forms in support of the manager or department.
Performs other duties as assigned.