Civil/Grant Writing Assistant

Hunt-EAS•Village of Horseheads, NY

About The Position

We are seeking a highly organized, proactive professional who thrives in a fast-paced, deadline-driven environment and takes ownership of their work. This role is critical to maintaining momentum across both engineering projects and grant initiatives. You will primarily support our Site/Civil team, while also providing coordination and document support for our Grant Writing team, particularly during peak grant cycles when deadlines are firm and turnaround times are tight. This role requires someone who can adapt quickly, manage shifting priorities, and remain composed and effective in high-pressure situations. Success in this position comes from anticipating needs, following through without constant direction, and stepping in wherever needed to keep projects and submissions moving forward.

Requirements

Minimum of 3 years of administrative or related experience (AEC or construction administration experience strongly preferred).
Understanding of state and federal grant processes and compliance requirements.
Demonstrated ability to manage multiple priorities in a fast-paced, high-expectation environment.
Strong organizational skills, exceptional attention to detail, and accuracy.
Advanced proficiency in Microsoft Word and Excel, with the ability to format complex documents and manage detailed information.
Excellent written and verbal communication skills (Writing samples will be required from candidates during the application process.)
Ability to self-check/ proofread one’s own work as well as the work of others to ensure high-level of accuracy and consistency.
Proactive, self-directed mindset with the ability to anticipate needs and work effectively with limited direction.
Strong proofreading and quality control skills, including the ability to review documents against detailed requirements.
Ability to quickly learn new systems, processes, and industry-specific requirements.
Comfortable coordinating across multidisciplinary teams and interacting professionally with clients.

Nice To Haves

Familiarity with AIA and EJCDC contracts
Working knowledge of construction processes and documentation (RFIs, submittals, etc.)
Experience with NYSDOT, PennDOT, or similar agencies.
Experience supporting grant writing, submissions, or funding applications.
Experience with Newforma and MOSAIC is a plus.

Responsibilities

Coordinate with the Accounting team to set up new projects using internal systems.
Assist with project correspondence, report updates, and document preparation.
Support the preparation and formatting of design reports, bid documents, client agreements, and grant documents.
Review and format documents to ensure alignment with grant requirements, agency guidelines, and submission standards.
Provide administrative and coordination support to both the Site/Civil and Grant Writing teams.
Track deadlines and proactively follow up with internal team members to ensure timely completion of deliverables.
Maintain highly organized project files and documentation across multiple active efforts.
Facilitate clear and effective communication between multidisciplinary internal teams and external clients/ partners.
Participate in and help coordinate client meetings, including preparing materials before meetings, capturing meeting minutes, and scheduling follow-ups.
Provide responsive support for time-sensitive requests, shifting priorities, and last-minute changes.