Administrative Assistant

Job Description

Job Description

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.

We're looking for a highly organized, proactive, and tech-savvy Administrative Assistant to play a key role in supporting our New Haven office. This is an exciting opportunity for someone who thrives in a fast-paced, collaborative environment and enjoys serving as the organizational backbone of a dynamic engineering team. If you're energized by solving problems, juggling multiple priorities, and leveraging technology to improve efficiency, you'll find this role both rewarding and impactful.

As a trusted partner to project managers, technical professionals, and business leaders, you'll do much more than manage administrative tasks. You'll help coordinate complex projects, prepare polished client deliverables, organize meetings and communications, manage schedules, and ensure critical deadlines are met. Your ability to anticipate needs, keep projects moving, and provide exceptional organizational support will directly contribute to the success of our teams and the clients we serve.

If you're someone who enjoys taking ownership, continuously improving processes, and making a meaningful impact behind the scenes, we'd love to have you join the Fuss & O'Neill team.

Key Responsibilities

• Provide administrative support to project managers and office leadership. 
• Manage calendars, schedules, priorities, and internal/external communications. 
• Prepare, edit, format, and perform quality reviews of reports, specifications, proposals, presentations, and other project documents. 
• Coordinate proposal development, including formatting, compliance reviews, document assembly, and submission support. 
• Assist with project setup, data entry, and maintenance within Deltek Vantagepoint. 
• Plan and coordinate meetings, prepare agendas, capture meeting minutes, and track action items. 
• Support day-to-day office operations, including phones, mail, supplies, catering, and office logistics. 
• Help identify opportunities to improve administrative processes through technology, automation, and AI-enabled tools. 
• Partner with technical staff to ensure project documentation is accurate, organized, and delivered on schedule. 

Skills, Knowledge and Expertise

Required Qualifications

• High school diploma required; Associate degree or higher preferred. 
• Experience in providing administrative or project coordination support in a professional office environment. 
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint). 
• Comfortable learning and utilizing business software such as Deltek Vantagepoint and emerging AI productivity tools. 
• Excellent written and verbal communication skills. 
• Outstanding organizational skills with exceptional attention to detail. 
• Ability to manage multiple priorities while meeting deadlines. 
• Self-starter who works independently while collaborating effectively with a team. 
• Strong problem-solving skills and a customer-service mindset. 

Preferred Qualifications

• Experience supporting engineering, architecture, consulting, or professional services teams. 
• Experience coordinating proposals, technical reports, or client deliverables. 

Why You’ll Love Working with Us

• Schedule Flexibility : Customize your work schedule to fit your life.
•   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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