Senior Administrative Assistant

Trilon Group • Hartford, CT

9d • $65,000 - $75,000 • Hybrid

About The Position

Creativity. Innovation. A desire to effect positive change. That’s what it takes to work at Fuss & O’Neill – because that’s what we do for the communities in which we work: we create, innovate, and design long-lasting improvements that improve quality of life. Quality of life is also important on the job, so we’ve prioritized work-life balance by offering flexible/remote work opportunities, part-time benefits, and generous PTO. We believe that each day is an opportunity to support one another, to support our clients, and to support our communities. If you feel the same, then you’ve found your future.

At Fuss & O'Neill, we’re passionate about delivering innovative engineering and environmental solutions that improve communities. We are seeking a highly organized and proactive Senior Administrative Assistant to support leadership and multiple business lines in our Hartford office. This hybrid role requires 3 days per week in the office and offers the opportunity to work in a fast-paced, collaborative environment supporting technical teams across the Water, Construction Services, and Transportation business lines. Occasional travel to other New England offices may be required.

This role is ideal for someone who thrives in a deadline-driven environment, enjoys working with technical professionals, and takes pride in producing polished, high-quality documents and deliverables.

Requirements

• Minimum 7 years of experience as an administrative assistant, office manager, or similar role
• High school diploma or GED required (business coursework or degree preferred)
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Proficiency with Adobe Acrobat
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment with strong attention to detail
• Experience working with engineering, architecture, or construction teams highly preferred
• Familiarity with AIA, EJCDC, and MasterSpec documentation preferred
• Experience managing Certificates of Insurance (COIs) preferred
• Experience with Smartsheet, Microsoft Teams, or Deltek Vantagepoint preferred

Nice To Haves

• Bluebeam experience is a plus
• Experience working with engineering, architecture, or construction teams highly preferred
• Familiarity with AIA, EJCDC, and MasterSpec documentation preferred
• Experience managing Certificates of Insurance (COIs) preferred
• Experience with Smartsheet, Microsoft Teams, or Deltek Vantagepoint preferred

Responsibilities

• Serve as a primary administrative resource for leadership, priorities, and communications.
• Assist with preparation, editing, and quality review of complex project and contract documents, including reports, specifications, proposals, and submittals.
• Manage advanced document control processes, including RFI and submittal logs, project correspondence, and version control.
• Coordinate attendance and registrations for events and conferences.
• Facilitate client coordination, including meeting planning, agendas, minutes, and tracking follow-up actions.
• Coordinate multi-discipline deadlines and deliverables across internal teams and external partners.
• Provide contract administration support, including tracking deliverables, amendments, and subconsultant agreements.
• Oversee administrative workflows to ensure consistency with company standards and project delivery requirements.
• Act as a liaison between internal teams, leadership, clients, and business partners.

Benefits

• Schedule Flexibility: Customize your work schedule to fit your life.
• Health & Wellness: Comprehensive health benefits to keep you and your family healthy.
• Continuous Learning: Access to online courses, conferences, and learning materials to fuel your professional growth.
• Paid Time Off: Take the time you need to recharge with our generous paid time off policy.
• Career Advancement: Clear paths for promotions and the opportunity to take on new challenges.
• Fun Team Culture: Regular team-building activities, happy hours, and company outings.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED