Administrative Services Manager
About The Position
Gallagher Bassett Technical Services division (GBTS) is looking to hire a full-time Executive Assistant to support the environmental operations practice area in our Poughkeepsie, NY regional office. The Executive Assistant will be responsible for helping to oversee the operations of the environmental consulting practice. This role involves managing commercial pursuits, maintaining project pipelines, coordinating practice activities, and assisting project needs. The position will also manage practice knowledge and analyze staff skills gaps. This position is based in Poughkeepsie, New York. The role will be partially billable to projects, with an estimated 35% of time dedicated to billable project work. You will work alongside an environmental consulting team and support the strategic direction, client interactions, and technical deliverables associated with branch projects.
Requirements
- Associate's degree required and 5 years of related experience required.
- Bachelor’s degree or experience in business administration, environmental studies, or related discipline
- Minimum of 3 to 5 years’ experience in professional /consulting services (eg., consulting, legal, accounting)
- Proficient in Microsoft Excel, Word, PowerPoint, Office, Adobe.
Nice To Haves
- Understanding of environmental regulations and permitting processes or eager to learn.
- Able to effectively prioritize assignments.
- Strong interpersonal, verbal and written communication skills.
- Collaborative and able to work well in a team environment.
- Analytical, detail-oriented, and organized.
- Ability to identify issues, develop solutions, and implement them effectively.
- Knowledge of budgeting, financial reporting, and financial planning.
- Familiarity with project management principles and methodologies.
- Knowledge of recruitment, onboarding, training, and staff development processes.
- Understanding of how field professionals help our clients address laws and regulations.
Responsibilities
- Support environmental consulting commercial pursuits (generating proposals, proposal/report tracking and development, and resource gathering).
- Conduct weekly and other periodic practice coordination meetings.
- Evaluate practice financial health and accounting of all projects using GB internal project management and assist staff with the same.
- Manage practice knowledge, the project database, resources, and SharePoint data as needed.
- Work with the Branch Manager to analyze staff skills gaps and facilitate training and certifications as needed.
- Perform administrative and commercial support tasks as needed to support overall branch operations.
- Produce finalized PDF documents in Adobe, including minor proofing and correcting.
- Assist with NYSDEC Brownfield Cleanup Program applications and administrative tasks.
- Facilitate project startup, including sending job assignments to Project Managers.
- Support employees in acquiring training and certifications.
Benefits
- Medical/dental/vision plans, which start from day one!
- Life and accident insurance
- 401(K) and Roth options
- Tax-advantaged accounts (HSA, FSA)
- Educational expense reimbursement
- Paid parental leave
- Digital mental health services (Talkspace)
- Flexible work hours (availability varies by office and job function)
- Training programs
- Gallagher Thrive program – elevating your health through challenges, workshops and digital fitness programs for your overall wellbeing
- Charitable matching gift program
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
501-1,000 employees
