Administrative Assistant

Administrative AssistantWSP is currently initiating a search for an Administrative Assistant for our Tallahassee, FL office. This position will be involved in projects with Team 6 and be a part of a growing organization that meets our client's objectives and solves their challenges.Your ImpactProvides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cardsServes as receptionist, answers incoming calls, maintains phone list and welcomes guests as assignedProcesses incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packagesAssists with ordering computers, accessories, and supplies and business cards for office employeesProvides assistance for new hire onboarding, completion of I-9's, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the companyCoordinate onsite training events with outside vendors and online webinars, as directedCoordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kitsAdditional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordinationMay be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reportsMay assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistanceMay assist with processing Accounts Payable and Sub queue invoices for the officeMay be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional informationWho You AreRequired Qualifications3+ years of experience in administrative support; Associate's Degree can substitute for 1 year of experienceHigh School Diploma or GEDMust be a self-starter capable of taking on tasks with little direction or supervisionMust possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the officeDemonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentationsMust be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasksMust possess excellent interpersonal and written and verbal communication skillsMust have initiative with ability to anticipate needs and complete important tasks without needing to be askedMust be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-throughMust be a strong team playerMust be able to use discretion and confidentialityPossess technological skills necessary to perform data entry, manage team calendars, and create company reports as neededExercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP's Code of Conduct and related policies and proceduresProven track record of upholding workplace safety and ability to abide by WSP's health, safety and drug/alcohol and harassment policiesPreferred QualificationsExperience in the consulting industryKnowledge of Oracle and Adobe Professional