Administrative Assistant

Administrative Assistant

The Administrative Assistant plays a pivotal role in ensuring the smooth operation of our office. You will be responsible for a wide range of administrative tasks and provide essential support to office leadership. Your ability to manage multiple tasks efficiently and effectively will be key to your success in this role.

Responsibilities

• Serve as the receptionist, greeting visitors and employees, handling all incoming and outgoing mail, and ensuring the break room is clean and stocked.
• Support office leadership in administrative tasks and the preparation of operating plans and special reports.
• Manage office administrative operations, including coordinating with building management and vendors, maintaining office supplies, and handling office space planning and moves.
• Maintain records of workstations and coordinate with IT and leadership when staff relocate.
• Assist with purchase-card transactions and ensure receipts are submitted with backup documentation.
• Facilitate office-wide communications on behalf of office leadership.
• Assist HR with onboarding new hires and collecting necessary paperwork.
• Prepare and manage social media posts to promote office activities.
• Lead the planning and coordination of internal staff events and support employee engagement committees.
• Provide administrative support to other office locations when needed, including on-site assistance at the West Palm Beach office.
• Coordinate meetings in the office, including arranging for meals and other meeting needs.
• Update the organizational chart and maintain email distribution lists.
• Type, revise, and compile various materials such as reports, meeting minutes, and technical documents.
• Assist with scheduling duties as needed.

Essential Skills

• Proficiency in Microsoft Office Suite, particularly Word and Outlook.
• Excellent verbal and written communication skills, with strong grammar, punctuation, and proofreading abilities.
• Exceptional organizational and multitasking skills.
• Ability to handle confidential information with discretion.
• Experience in reception and office operations management.
• Ability to prioritize tasks in a fast-paced environment.
• Self-motivated and detail-oriented.

Additional Skills & Qualifications

• Proficiency in Microsoft PowerPoint and Excel.
• Experience with social media management, particularly LinkedIn.
• Experience in event planning and coordination.
• High School diploma or equivalent required; an Associate's degree is preferred.
• An attitude and commitment to being an active participant in our employee-owned culture is essential.

Work Environment

This is an in-office role with hours from Monday to Friday, 8 am to 5 pm, with a potential start as early as 7:30 am. You will work in a quiet engineering firm with approximately 30-40 colleagues, where visitors are frequent.

Job Type & Location

This is a Contract position based out of Fort Lauderdale, FL.

Pay and Benefits

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Jul 4, 2026.