Senior Administrative Assistant

Woolpert is currently seeking a Senior Administrative Assistant reporting to our Fairview Heights, Illinois office. The potential candidate should be looking for the opportunity to support corporate growth alongside their own career growth. 

The Senior Administrative Assistant is responsible for all aspects of support for their local office including general office support, project support, conference setup, document preparation, travel assistance, office equipment support, supply ordering, printing, and shipping. In addition, being part of a corporate program team and/or managing a portion of a program is required. This is an in-office position and will report daily to the Fairview Heights, Illinois Woolpert office.

• Present a positive and personable demeanor with an ability to interact and relate well with both external and internal contacts at all levels, including executives and visitors.
• Coordinate with respective business managers of the Missouri and Illinois remote offices and travel periodically as needed.
• Provide administrative support to the offices’ support initiatives to improve company procedures and day-to-day operations. 
• Coordinate contract and price negotiations and manage relationships with office vendors, service providers, and maintenance services under the property lease as it reads with support from the business manager and/or facilities manager. 
• Organize and maintain office inventory, supplies, operational information, and procedures.
• Provide general administrative support for assigned office(s) or other groups, which can include but is not limited to:
o Provide administrative support to all staff members, including executive staff, at multiple locations as requested.
o Coordinate meetings and events to include conference room reservations and necessary equipment setup and food/beverage accommodations both in-house and off-site.
o Act as expense report reconciler for outside crews and other employees as appropriate.
o Arrange employee social events and charitable activities. 
o Participate as a team member in corporate or support programs as requested. 

• Minimum of six years of experience with a business associate degree, or ten years of experience in a role with similar qualifications such as:
o Excellent attention to detail, organization, and communication skills.
o Advanced skill level in Microsoft Office Suite. 
o Strong analytical and problem-solving abilities.
• Prior experience working for an architecture, engineering, or geospatial organization is a plus, with specification and construction administration knowledge as it relates to architecture and engineering an additional bonus. 
• Willingness to undergo a background, drug test, and pre-employment verification process. 
• Ability to exercise sound, independent judgment when making decisions, as well as function calmly and effectively during peak workload. 
• Strong problem-solving skills in discerning when and how to reroute or solve issues.
• Strong organization skills and ability to multitask in a fast-paced, complex environment with multiple competing priorities
• Core hours are 8:00 to 5:00 in the office.

Skills:  
• Strong written and verbal communication skills. 
• Ability to establish and effectively work in a collaborative, team-oriented environment. 
• Advanced skill set using Microsoft Office Suite. 
• Excellent attention to detail and organization skills.
• Strong analytical and problem-solving abilities.
• Exercise the highest standard of confidentiality, integrity, and professionalism in all duties.

Presenting Opportunities and Challenges at Every Turn...
As a firm that recognizes the importance of developing top talent from within, our employees have access to a wide range of training and coaching programs and are rewarded for their achievements through our excellent benefits package and competitive salaries.

Our vision: http://woolpert.com/about-us/

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via-email, the internet or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.