25 Fall Seasonal Office Administration

About this role

Count on us. Our "we-care" culture is more than just a motto; it's a promise. From day one, we prioritize your growth, well-being, and success. You can count on us to support your career journey and help you achieve your professional goals. Join us.

Position 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. Client deliverables may include:  • CAD work 

• Bid openings 

• Bid evaluations and clarifications 

• Manage vendor pay application process 

• Phone bill analysis 

• Manage Sharepoint sites 

• Manage surveys/survey tools 

• Walk-throughs 

• Internal documentation/training materials   

- May also assist with practice growth from an administrative support position including:  • Research 

• Involvement in marketing campaigns 

• Preparation of proposal packets 

• Compile and manage pipeline and backlog reports 

• Ensure that opportunities are in CRM 

• Use CRM to help manage practice 

• Compile and manage financial reports from Practice Management 

• Cognos Analysis   

- Responsible for overseeing & maintaining various processes, which may include:  • Workflow systems/Firm databases as required, including new client/job workflows and other various internal documents related to client service, including client satisfaction surveys 

• Files and documents for a specific team; updating charts and binders with information 

• Databases for the Firm intranet site; creation of material/text and maintenance of information   

- May assist with some administrative projects (some complex), for a team or industry group, primarily related to a specific organizational function; responsible for frequent communications 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 (if applicable to assigned team):  • Legal documentation requirements (subpoenas, court orders, etc) 

• Award application process, benefit administration/open enrollment and related mailings, distribution of Firm gifts 

• Technology needs; including, processing pool equipment & portable file server requests, server reporting (including reporting issues, backup tape reporting & distribution, replicating data storage devices, managing database files, reporting), hardware coordinator (hard drive backups, un-assigning assets, recording laptop acknowledgement forms 

• Administer MOS testing or other assessment tools according to protocols, including scheduling, working with outside vendors, distributing results/maintaining records, and other related assessment administration needs   

- Communication activities including tracking and updating staff on deadlines, target dates. Manage conflicting priorities and overall backlog of admin requests.  - Organize team meetings, including agendas, project lists, minutes and reports  - Research for special projects, when requested  - Liaison for outside organizations/persons and clients, when necessary  - Arrange for conference rooms, including needed equipment and/or conference calls, meeting breakfast/lunches/coffee, etc.; may include reservations for leased conference rooms  - Miscellaneous team reservations (travel, lunch, dinner, etc.)  - May assist with deliverables for staff performance management process (CDPs, APAs, etc.), when requested  - Manage marketing activities as needed; marketing liaison  - Prepare various P&M forms (new client, check request, etc.)  - Handles miscellaneous client and miscellaneous phone calls, routes to appropriate staff  - Proofreading of correspondence prepared by other staff  - Assist Partner and team with various secretarial duties including opening and organizing mail, organizing office, scheduling prospect calls, travel arrangements, scheduling and maintaining calendars, expense reports, organizing/processing billing  - Assist other administrative assistants, when necessary; provide backup when needed  - Any other office duties as required 

Qualifications • At least 4-6+ years 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 inquires. 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, st

Similar jobs

• Senior Office Assistant — Chesterfield County Public Schools · CCPS - Providence Middle School
• Associate, Office Administration — Jordanparkgroup · New York, New York, United States
• Office Admin — Allencontrolsystems · Austin, TX
• Office Associate — Crowe · Sacramento CA USA
• Office Associate — Crowe · Houston TX USA
• Office Associate — Crowe · Grand Rapids MI USA
• Office Services Associate — Spsnorthamerica · Washington, District of Columbia, United States
• Office Services Assistant — Spsnorthamerica · Houston, Texas, United States