ADMINISTRATIVE ASSISTANT - PUBLIC WORKS

Job Description

Job Description

EMH&T is currently seeking a professional Administrative Assistant to join our team located in Columbus, OH. You will report to the Director of Public Works (PW) providing administrative support to the PW team.

As the Administrative Assistant, you will provide a broad range of administrative and clerical support. The ideal candidate is an experienced, reliable professional capable of managing multiple priorities simultaneously, as well as experienced in providing administrative support in a fast-paced environment with diplomacy and confidentiality. Must be flexible, proactive, committed to exceptional client service, command a strong attention to detail, and enjoy teamwork.

• Timely preparation of quality proposals, correspondence, transmittals, and electronic document submittals.
• Accurate set up new projects in Deltek Vantagepoint and maintenance of invoices and documentation.
• Schedule and organize meetings through Outlook, arrange conference room setups, lunch set-up, record meeting minutes for various managers, and participate in training sessions.
• Review and process employee expense reports and support client invoicing activities to ensure accuracy, completeness, and timely submission.
• Maintenance of electronic filing systems.
• Coordinate mail, courier, and UPS shipments, including occasional hand-delivery of plan sets or sensitive materials.
• Track professional development and professional organizations.
• Support division-wide team-building and philanthropic activities.
• Occasional local travel to deliver plans.
• Provide support for the reception desk.
• Other duties as assigned.

Qualifications

• Minimum of seven years of administrative experience in a business environment, including direct support to senior-level leadership.
• Proficiency with the full Microsoft Office suite is required.

Competencies

• Excellent organizational and administrative skills.
• Technical and software proficiency: Experience using Microsoft Office suite (Word, Excel, Outlook, and Power Point) and PDF editor.
• Document control and quality assurance: Tracking submittals and other project documents; and following compliance standards for documents.
• Attention to detail: ensuring accuracy in data entry, catching formatting errors and missing information.
• Time management and prioritization: handling multiple projects, knowing when to escalate issues, and working efficiently in a deadline-driven environment with a cheerful demeanor.
• Professionalism and reliability: maintaining confidentiality, representing the firm well with client interactions, and consistent follow-through and accountability.
• Basic mathematical skills, e.g. averages, percentages.
• Excellent professional oral and written communication.
• Team focused with excellent interpersonal abilities: the ability to establish and maintain effective working relationships with others; being both responsive and thoughtful.

Expectations

• Administrative tasks are well prioritized and completed thoroughly and accurately
• Work products are delivered with a high level of accuracy, attention to detail and within the deadline.
• Follow-up is responsive, clear, concise and delivered within established timeframes.
• Demonstrate a commitment to learning about the work performed and the clients supported.

Benefits

EMH&T offers a generous benefit package to all full-time employees that includes medical, dental, vision, pharmacy, medical & dependent care FSAs, paid vacation, sick and personal leaves, paid community service time off, paid parental leave, 401(k) with match, company paid life insurance, a wellness reimbursement, an employee recognition program and bonus eligibility.

Must be authorized to work in the United States. EMH&T currently does not sponsor work visas.

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