26 Fall Seasonal Office Administration

Plant Moran•Cincinnati, OH

1d•$33 - $36•Hybrid

About The Position

This role is for a Seasonal Office Administration position with a focus on supporting client deliverables, practice growth, and various administrative processes. The company emphasizes a supportive culture, prioritizing employee growth, well-being, and success. The position involves a blend of administrative tasks, project support, and data management within a professional services environment.

Requirements

HS Diploma or GED equivalent required.
At least 4-6+ years of secretarial experience, preferably in a professional services environment.
MS Office experience required (MOS certified a plus).
Certain Administrative Assistant positions also require experience with CAD, Visio and Microsoft Project.
Must be able to remain in a stationary sitting position for at least 75% of the time.
Person in position needs to occasionally move about the inside of the office to access machinery, cabinets, etc.
Ability to work overtime if required.
Must be able to lift 20 lbs. – specific job duties may require additional lifting; occasionally moves and transports packages weighing up to 20 lbs.
Person in position frequently communicates with staff who have inquiries. Must be able to exchange information in these situations.
Occasional moving & lifting of equipment; bending, lifting, climbing required to position self to maintain computers during engagements.
Ability to work in a high stress environment.
Reliable transportation and valid driver’s license are required including a clean driving record.
Minimum levels of auto insurance coverage are required.
Proven administrative and organizational, and time management skills.
Superior oral and written communication skills and a focus on client service, together with the ability to exercise independent judgment, initiative while maintaining high confidentiality.
Solid technical proficiency including knowledge of MS Office applications (particularly Word, Excel, and Outlook), Visio and Microsoft Project.
Professional demeanor with excellent customer service and interpersonal skills.
Ability to work well with others.
Ability to communicate effectively with partners, staff and visitors.
Ability to multi-task and work in a fast-paced atmosphere.
Superior data entry and alpha/numeric skills.

Nice To Haves

Higher level education/college coursework preferred.
MOS certified a plus.

Responsibilities

Assist with the production and editing of client or Firm deliverables, such as proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams, and reports. Copy, bind and distribute as appropriate.
Manage client deliverables including CAD work, bid openings, bid evaluations and clarifications, vendor pay application process, phone bill analysis, Sharepoint sites, surveys/survey tools, walk-throughs, and internal documentation/training materials.
Assist with practice growth from an administrative support position, including research, involvement in marketing campaigns, preparation of proposal packets, compiling and managing pipeline and backlog reports, ensuring opportunities are in CRM, using CRM to manage practice, and compiling and managing financial reports from Practice Management Cognos Analysis.
Oversee and maintain various processes, including workflow systems/Firm databases, new client/job workflows, internal documents related to client service, client satisfaction surveys, files and documents for a specific team, updating charts and binders, databases for the Firm intranet site, and creation/maintenance of material/text.
Assist with administrative projects, primarily related to a specific organizational function, and communicate frequently with all levels in the organization.
Enter and track data in various databases (including 5-5-7, opportunities in CRM, PMTOK tracking, RFP tracking, management of signed engagement letters, PPA follow-up, etc.).
Administer and assist with legal documentation requirements (subpoenas, court orders, etc.), award application process, benefit administration/open enrollment and related mailings, distribution of Firm gifts, technology needs (processing pool equipment & portable file server requests, server reporting, hardware coordination), and administer MOS testing or other assessment tools.
Manage communication activities, including tracking and updating staff on deadlines and target dates, and managing conflicting priorities and overall backlog of admin requests.
Organize team meetings, including agendas, project lists, minutes, and reports.
Conduct research for special projects when requested.
Serve as a liaison for outside organizations/persons and clients when necessary.
Arrange for conference rooms, including needed equipment and/or conference calls, meeting meals, etc.; may include reservations for leased conference rooms.
Handle miscellaneous team reservations (travel, lunch, dinner, etc.).
Assist with deliverables for the staff performance management process (CDPs, APAs, etc.) when requested.
Manage marketing activities as needed and serve as a marketing liaison.
Prepare various P&M forms (new client, check request, etc.).
Handle miscellaneous client and miscellaneous phone calls, routing them to the appropriate staff.
Proofread correspondence prepared by other staff.
Assist Partner and team with various secretarial duties including opening and organizing mail, organizing the office, scheduling prospect calls, travel arrangements, scheduling and maintaining calendars, expense reports, and organizing/processing billing.
Assist other administrative assistants when necessary and provide backup when needed.
Perform any other office duties as required.