Administrative Associate

Wiss, Janney, Elstner Associates, Inc. • Minneapolis, MN

2d • $22 - $33

About The Position

Wiss, Janney, Elstner Associates, Inc. (WJE) is looking for an Administrative Associate to support our team located in Minneapolis, Minnesota Administrative staff at WJE are encouraged to take on responsibility, seek challenges, and find efficiencies and innovation in the tasks of the position. A successful person in this role will demonstrate strong organizational skills with exceptional attention to detail and a strong ability to adapt to changing priorities and project demands from multiple staff members, all while maintaining superior interpersonal skills. Many of the duties of this role will include office administration alongside the unit manager. Additionally, some of the demands include high-level administrative projects, requiring initiative, independent thinking, and the ability to synthesize complex concepts clearly and accurately. Advanced writing and proofreading skills are essential. This role will also routinely include collaboration with other WJE offices within the Midwest. WJE is a global firm of engineers, architects, and materials scientists committed to helping solve, repair, and avoid problems in the built world and construction industry. Since 1956, our applied experience from more than 175,000 projects and our state-of-the-art laboratory and testing facilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve.

Requirements

• Bachelor’s degree (communications, marketing, business, technology, or similar a plus) with at least one year of prior administrative work experience or prior internships preferred.
• Experience and proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint required
• Strong organizational skills with exceptional attention to detail
• Excellent writing skills with an emphasis on editing and proofreading
• Ability to multi-task and adapt to changing priorities and project deadlines
• Strong interpersonal skills with the ability to work with diverse professionals at all seniority levels in a fast-paced environment
• Proactive problem-solving skills and willingness to take on various responsibilities
• High capacity for learning, retaining new information, and independently executing processes
• Curiosity and a passion for learning and a willingness to creatively solve problems

Nice To Haves

• Previous experience with AEC or graphic design software including but not limited Bluebeam, AutoCAD, Revit, Sketchup, Adobe Photoshop, Matterport, or similar.
• Previous experience with business development or marketing in the AEC industry.
• Previous experience with photography or graphic design.

Responsibilities

• Works alongside the Unit Manager of the Minneapolis office to maintain, foster, and continue to develop an efficient and effective work environment for employees
• Identify routine operational needs of the office that can be better organized and more efficiently completed. This may include developing and innovating new tools and methods for operation of the office that have not been previously considered
• Prepares marketing materials (e.g. project profiles, personnel resumes, posters, and graphics) for use in developing new business and showing client appreciation
• Performs general office functions, such as processing correspondence and packages; managing office supplies and equipment; scanning, copying, printing, and filing documents, etc.
• Coordinates internal staff meetings, webinars, lunch presentations, conference calls, and office outings/activities alongside the Unit Manager and staff
• Works closely with other administrative associates from offices nationwide to ensure the flow of work, effective communication, and a cohesive team environment
• Employs word processing, proofreading, editing, and formatting skills to support billable professionals (architects and engineers) in developing project documents in accordance with the firm’s format and writing standards; documents could range from proposals, meeting minutes, and letters to comprehensive and technical reports of varying length, specifications, and professional publications
• Assists architects and engineers with administrative project responsibilities such as developing and maintaining a project database, researching historic building information, project correspondence, project scheduling, budget tracking, billing, and client contact
• Assists in compiling qualifications submittals in response to Requests for Proposals (RFPs) and Qualifications (RFQs) and maintaining information on pre-qualification documentation
• Assist with onboarding and recruiting efforts of new employees including summer interns and full-time employees

Benefits

• Robust and affordable health plans for employees and their families, including HSA as well as low and high-deductible PPO options
• Generous 401(k) matching of 110% for the first 6% of eligible pay vesting immediately
• Time off to care for yourself and others
• Investments in employees’ educational assistance and professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees