Administrative Assistant

Administrative Assistant

ARM Group is seeking a proactive, organized Administrative Assistant to support our Hershey, PA office. Working with executives, project team members, and colleagues across the organization, this role provides administrative support, coordinates daily office activities, and helps keep projects on track and clients well served. The ideal candidate brings initiative, reliability, and a positive attitude; works independently; and balances competing priorities with attention to detail. Strong communication skills, sound judgment, and discretion with confidential information are essential to success in this collaborative engineering and environmental consulting environment.

Primary Responsibilities:

• Provide ongoing administrative support to the executive team, including scheduling and meeting coordination, preparing correspondence and presentations, organizing materials for review and approval, coordinating travel and expense reporting, and assisting with special projects and follow-up activities.
• Prepare, format, and proofread reports, proposals, qualifications packages, letters, and other correspondence for accuracy, consistency, and professional presentation.
• Coordinate final document production, including copying, collating, assembling, binding, and distributing electronic and printed materials; maintain organized files and office archives.
• Greet visitors, answer and direct phone calls, and provide a welcoming, professional first impression.
• Coordinate office, practice area, and leadership meetings, including scheduling, meeting materials, logistics, and minutes as needed; arrange employee business travel.
• Maintain office and kitchen supplies, coordinate office equipment maintenance, and assist with local vendor, vehicle fleet, and equipment needs.
• Handle mail, shipping, deliveries, and local business errands; assist with expense reports, administrative records, and routine office reporting.
• Prepare and update spreadsheets and presentations; assist with equipment usage entries for project billing and other project administrative tasks as needed.
• Assist Human Resources with the coordination and administration of employee programs and initiatives, including related communications, materials, records, and logistics as needs evolve.
• Help coordinate employee events and engagement activities, including communications, supplies, registrations, and event logistics.
• Coordinate company apparel and promotional product orders, maintain marketing material inventories, and assist with conference and trade show logistics.
• Support project team members and office leadership with additional administrative needs, including tracking professional license renewals, maintaining records, and improving office processes.

Base Requirements:

• High School diploma
• Strong organizational and time management skills, with the ability to balance requests from executives, project teams, and office staff, meet deadlines, and follow through independently.
• Excellent attention to detail, proofreading skills, and commitment to accurate, high-quality work.
• Professional written and verbal communication skills and a helpful, service-oriented approach.
• Proficiency in Microsoft Word and Excel and working knowledge of PowerPoint and Outlook; ability to learn new systems and tools.
• Sound judgment and discretion when handling confidential employee, client, and company information.
• Ability to collaborate across teams, adapt to changing needs, and solve routine problems proactively.

Your Wellness, Our Priority: A Look at Our Benefits

We invest in our team's well-being and future through a comprehensive benefits package with a range of offerings designed to support you holistically. Our health and wellness offerings include two Health Insurance options (Traditional PPO and QHDHP with an HSA), vision and dental coverage, life insurance, disability protection, accident and critical illness coverage. To enhance your future financial security, we provide a 401(k) with company match, HSA/FSA accounts, and 529 college savings plans. Work-life balance is prioritized through our generous PTO starting at 15 days per year and 10 paid holidays per year, giving you ample time to rest, recharge, and attend to life outside the office. An Employee Assistance Program is provided to you and your household with resources to assist you in managing a variety of situations. We invest in your professional growth through our Tuition Reimbursement program and continuing education opportunities. After 6 months of employment, all team members become eligible for quarterly bonuses, providing additional avenues for financial growth. This robust package is designed to foster a workplace where you can thrive both personally and professionally, underscoring our dedication to your overall well-being and future success.