Administrative Assistant

Description
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.

Fuss & O'Neill is seeking an Administrative Assistant to join our Springfield office and play an important role in supporting our project teams, office staff, and visitors. This position provides a diverse range of administrative and organizational support that helps keep our office and teams operating efficiently. From coordinating calendars and meetings to preparing proposals and presentations, maintaining project documentation, managing correspondence, and supporting day-to-day office needs, you'll be a key resource for employees across the office.

The ideal candidate is someone who enjoys being the go-to person who keeps things organized and running smoothly. You'll have the opportunity to interact with a wide range of people throughout the organization, manage competing priorities, and take ownership of administrative tasks while supporting a collaborative, multidisciplinary professional services environment.

This position will initially be based fully on-site in our Springfield, MA office, with the potential to transition to a hybrid work arrangement over time.


Key Responsibilities

• Perform a broad range of administrative duties, including scanning, copying, filing, formatting documents, assembling binders, updating contact lists, and maintaining project documentation.
• Answer and route incoming calls and respond to inquiries or direct them to the appropriate personnel.
• Schedule internal meetings and coordinate meeting logistics, including conference room setup, Microsoft Teams coordination, and catering.
• Provide administrative support to project and business unit teams with proposals, presentations, reports, and other materials.
• Enter and maintain accurate information within company databases and systems.
• Maintain organized electronic and physical filing systems and manage correspondence and other documentation.
• Assist with calendar management and scheduling for departments and individual staff.
• Support onboarding activities for new employees, including administrative tasks and departmental processes and procedures.
• Coordinate business travel and related logistics.
• Distribute incoming mail and prepare outgoing mail, packages, and other materials for shipment.
• Serve as a professional point of contact and liaison with internal teams, business representatives, clients, and visitors.
• Monitor and maintain office supply inventory in coordination with the administrative support team.
• Provide backup support to other administrative assistants as needed.
• Perform other administrative duties and special projects as assigned.

Skills, Knowledge and Expertise

• High school diploma or equivalent required.
• At least 2 years of administrative or related professional experience.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Strong attention to detail and a commitment to accuracy.
• Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Proficiency with Microsoft Outlook for email correspondence, calendar management, and scheduling.
• Working knowledge of Microsoft Teams and virtual meeting coordination.
• Ability to create professional documents, presentations, reports, and correspondence.
• Ability to perform accurate data entry and basic internet research.
• Familiarity with A/E/C terminology or professional services environments is a plus.
• MCCPO certification is preferred.
• Ability to type at least 50 words per minute.

Why You'll Love Working with Us

• 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.

The base salary range for this role is indicated in the posting. This range reflects the company's good faith estimate of the compensation for this position at the time of posting. Final compensation will be determined based on factors such as experience, skills, qualifications, internal equity, and geographic location.

Visa sponsorship is NOT available for this position

All offers are contingent upon a successful criminal background check. Fuss & O'Neill, Inc. is proud to be an Affirmative Action/Equal Opportunity Employer. Fuss & O'Neill participates in the Federal e-Verify program.

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About Fuss & O'Neill Fuss & O'Neill is a civil and environmental engineering firm that provides client-specific, forward-thinking, and holistic solutions. Since 1924, we have made it our mission to improve the built and natural environments in response to our public and private clients' evolving needs.