What We're Looking For
Under limited supervision, leverages specialized skills and experience to provide administrative support typically to officers and managers. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.
This position is a member of the administrative staff in the Bellevue, WA office and reports to the Office Administration Supervisor. Responsibilities include:
Essential functions:
Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepare meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations and prepares travel itineraries.
Screens incoming calls, emails, letters, and visitors. Answers routine questions and provides information on behalf of manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager's attention.
Communicates management's instructions or desires to various individuals and/or departments and initiates follow-up action. Furnishes and obtains information from other executives or outside representation as requested.
Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics, and spreadsheets.
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.
May transcribe dictation, often covering subjects of a technical nature and/or confidential nature.
Performs other duties as assigned.
Primary focus will be:
First contact for all project related work (project specifications, formatting, reports, spreadsheets, research) Using Word, Excel and PowerPoint.
Support assigned officers with travel arrangements, expenses, maintaining and scheduling meetings.
Prepare and process expense reports for other staff as needed.
Make copies and scans as requested.
Maintain department libraries.
Participates with other administrative staff in the efficient operations of the office. This includes back-up for front desk phone coverage, mail, and overnight packages. Assists in supporting office meetings and events including catering, note taking, preparing, organizing materials and other items as requested. Emergency evacuation support.
Preferred qualifications and skills:
Time management and organizational skills
Ability to balance multiple tasks and changing priorities
Previous experience in an Engineering, Planning, Architect or Construction group a plus
4 years related administrative experience
What You'll Need
Essential Responsibilities:
Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.
Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager's attention.
Communicates management's instructions or desires to various individuals and/or departments and initiates follow-up action. Furnishes and obtains information from other executives or outside representatives as requested.
Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets.
Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.
Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.
May transcribe dictation, often covering subjects of a technical and/or confidential nature.
Performs other duties as assigned.
Minimum Qualifications:
High School Diploma/GED or equivalent
4 years related administrative experience
Additional Information
Click here for benefits information: HNTB Total Rewards
Click here to learn more about EOE including disability and vet
Visa sponsorship is not available for this position.
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NOTICE TO THIRD-PARTY AGENCIES:
HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing/employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing/employment agency, person or entity. Staffing/employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.
Job Type: Regular
Full/Part Time: Full time
Job Category: Administration Group
ReqID: R-12025
