Senior Administrative Assistant

HNTB Corporation•Tallahassee, FL

8d•Onsite

About The Position

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners. This opportunity entails, while under limited supervision, leverages specialized skills and experience to provide administrative support typically to senior leaders and managers. Administrative functions may include maintaining calendars; scheduling meetings, including attendance at external events; making travel arrangements and assisting in preparing and submitting expense reports; handling correspondence; preparing reports, meeting minutes, presentations, agreements, and contract documents; distributing mail; maintaining electronic and physical files; working with vendors to obtain quotes; serving as a point of contact and resource for visitors; and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various other software applications to perform tasks.

Requirements

High School Diploma/GED or equivalent
4 years related administrative experience

Nice To Haves

Ability to maintain confidentiality
Planning, time management and organizational skills
Ability to balance multiple tasks and changing priorities
Attention to detail
Strong organization and prioritization skills
Exceptional oral and written communications skills
Ability to effectively interact with and build relationships

Responsibilities

Maintains multiple calendars and schedules appointments.
Coordinates and schedules meetings and prepares meeting agendas.
Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
Screens incoming calls, emails, letters and visitors.
Answers routine questions and provides information on behalf of the manager.
Sorts and distributes incoming mail and prepares outgoing mail.
Routes or answers routine correspondence not requiring manager’s attention.
Communicates management’s instructions or desires to various individuals and/or departments and initiates follow-up action.
Furnishes and obtains information from other executives or outside representatives as requested.
Prepares reports, gathering and summarizing a variety of data from multiple sources.
Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets.
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.
May transcribe dictation, often covering subjects of a technical and/or confidential nature.
Performs other duties as assigned.