Administrative Assistant II

Administrative Assistant II

Houston, TX

On-Site

Job Summary:

Woolpert is currently seeking an Administrative Assistant to report to our Houston, Texas office. The potential candidate should be looking for the opportunity to support corporate growth alongside their own career growth.  

The Administrative Assistant is responsible for all aspects of administrative support for the local office to include 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, Switchboard Operations, and Records Retention, is a requirement. This is an in-office position and will report daily to the Houston, Texas office. 

Essential Functions:

• Present a positive and personable demeanor with an ability to interact and relate well with both internal and external contacts at all levels, to include executives and visitors. 

• Collaborate with the Business Manager of the Southern Region offices. 

• Provide administrative support to the offices’ support initiatives to improve company procedures and day-to-day operations.  

• Coordinate vendor requisitions and negotiations with Business Manager. 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.  

• Provide support for Switchboard Operations and Document Retention Services.    

• Organize and maintain office inventory, supplies, operational information, and procedures. 
  Provide general administrative support for assigned office(s) or other groups, which can include, not limited to: 

• Staff members, including executive staff, at multiple locations as requested. 

• Coordinate meetings and events to include conference room reservations and necessary equipment setup and food/beverage accommodations both in-house and off-site. 

• Function as expense report reconciler for outside crews and other employees as needed. 

• Arrange employee social events and charitable activities.  

• Participate as a team member in corporate or support programs as requested. 

Required Qualifications/Skills:

• Minimum of three to five years of experience with a business associate degree, or five to six years of experience in a role with similar qualifications such as: 

• Excellent attention to detail, organization, and communication skills. 

• Intermediate to Advance skill level in Microsoft Office Suite.  

• Strong analytical and problem-solving abilities. 

• Experience with Travel Software and/or Booking Travel as a Delegate is a plus. 

• 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 critical thinking 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. 
• 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. 
• Thrive in a fast-paced working environment and can adapt quickly to changing conditions and priorities. 
• A Team Player who is confident, respectful, flexible, and able to work with other professionals in a growing, successful, and respected business. 

Unique Benefits

Certified as a Great Place to Work®, Woolpert is one of the fastest-growing architecture, engineering, and geospatial (AEG) companies in the world. With over 60 offices and countless projects around the globe, Woolpert makes a real difference at home and abroad. In addition to offering competitive pay, we provide employees with a robust set of unique benefits, including:

• Diverse experiences: Work on meaningful projects that improve the quality of life around the world.
• Freedom to work program: Set your own schedule and location (as appropriate).
• Principal program: Earn the opportunity to become an owner of the firm.
• Unlimited vacation: Take time off when it makes sense for you.
• Career development: Explore a wide range of learning and growth opportunities within and across industries.
• Health, life, vision, and dental insurance: Cover all your medical bases.
• Paid sick time, fitness reimbursement, pet insurance, identity protection, technology stipend, employee assistance program, and more: Choose the benefits that work best for you.

Level up your career with Woolpert. Apply today and join our team to help shape the future of tomorrow!

Why Woolpert?

Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you'll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.