Senior Administrative Assistant

What We're Looking ForHNTB is hiring! We are seeking a Senior Administrative Assistant to provide executive support to our Michigan Office Leader. This role can be located in our E. Lansing or Detroit, MI Offices.Under a moderate degree of supervision, administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the Office Leader and office location staff as needed.Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks. Supports office accounting staff with various tasks, including expense report preparation and accounts payable.Primary Focus Will Include:Serves as Senior Administrative Assistant providing executive support to the Michigan Office Leader

Supports office accounting staff with various tasks, as assigned.

Manages complex calendar(s), and schedules appointments, meetings and travel.

Assists with meeting space selection, site selection, lodging, audio visual equipment, group transportation, invitations, food/beverage selections, room set-up, and preparation and coordination of all meeting materials.

Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.

Maintains office appearance and after appropriate training, serves as liaison to property manager for maintenance and security key card access

Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the executive.

Sorts and distributes incoming mail and prepares outgoing mail.

Independently composes and types correspondence for executive review.

Compiles basic reports or presentations with information from established sources as directed.

Prepares a variety of correspondence with a moderate degree of guidance.

Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

May perform data input and prepare forms in support of the manager or department.

Performs other duties as assigned

Preferred Qualifications and Skills:Ability to maintain confidentiality

Planning, time management and organizational skills

Ability to balance multiple tasks and changing priorities

Attention to detail

Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)

IND

#LI-DG1What You'll NeedEssential 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 InformationClick here for benefits information: HNTB Total RewardsClick here to learn more about EOE including disability and vetVisa sponsorship is not available for this position.#DG #AdministrationLocations:Detroit, MI, East Lansing, MI (Lansing)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: RegularFull/Part Time: Full timeJob Category: Administration GroupReqID: R-09924