Staff Administrative Assistant 2

Haley & Aldrich, Inc.•New York, NY

1d•$66,500 - $75,000•Onsite

About The Position

Find your path and enjoy the journey at Haley & Aldrich. With us, you’ll tackle clients’ most meaningful challenges in the built and natural environments – and, in turn, build stronger communities. You’ll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning. As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well-being, and quality of life. Join us to accelerate this vision and your professional development. We are looking to add new talent to our growing team! We are currently seeking a Staff Administrative Assistant 2. Take advantage of the opportunity to be part of an exciting, growing office and be a valued member of a nationwide administrative team across the country. We are a dynamic company with many different service areas, and we value and support internal growth and development. This is a full-time position located in our New York City, NY office.

Requirements

Minimum of 2-5 years of corporate work experience.
Strong attention to detail to deliver high quality work products that meet document standards.
Able to respond promptly and effectively to external and internal clients, and efficiently manage time to prioritize tasks.
Excellent verbal and written (grammar, punctuation, etc.) communication skills and exceptional interpersonal skills.
Must be highly proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro XI.
Must possess intermediate skills with SharePoint and MS Project.
Familiarity with operating standard office equipment (phones, copier, printers, fax, LCD projector, etc.).
Familiarity with email & manipulation of files: attachments, CD versions, document management, etc.

Responsibilities

Will efficiently proofread, edit, format, and produce documents using MS Word, Excel, PowerPoint, and Visio with emphasis on quality, adherence to our document standards, and for overall grammatical correctness and consistency.
Produce and assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, navigational tools, creating forms, and securing documents.
Act as the “face of the company” by performing front desk/receptionist duties to include greeting all visitors upon arrival and notifying staff; answer main office phone and route calls with high accuracy in a manner that demonstrates culture, values, image, and client service expectations.
Perform general office managerial duties in a professional manner, including front desk administration tasks, maintaining office equipment to enable production of high-quality client deliverables on-time, and maintaining all common areas, including the front lobby, reception, kitchen/break areas conference rooms.
Route incoming packages and supplies to the appropriate work group.
Demonstrate professionalism and possess the ability to work well under pressure and changing priorities; be deadline and detail oriented and have a positive “can do” attitude.
Deliver administrative support in the areas of creating, editing, and producing hard copy documents and electronic deliverables, with emphasis on providing quality control by reviewing documents for adherence to document standards and for overall grammatical correctness and consistency.
Provide support in the areas of travel arrangements, registering for conferences and maintaining staff accreditations.
Provide marketing support such as creating RFP responses and other related documents.
Assist with Project administration.
Schedule, coordinate, and support on- or off-site conferences, meetings, teleconferences, and web-ex meetings. This includes, but not limited to, interaction with catering companies and setting up laptops and projection equipment.
Act as building facilities liaison when any issues arise.
Successfully take direction and manage multiple priorities with ease.
Perform other tasks as requested.
Travel to other Haley & Aldrich office locations occasionally.