Adminstrative Assistant

What We're Looking For

Administrative Assistant responsible for providing executive support to the Michigan Office Leader.

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:

• Administrative Assistant and front desk receptionist for the East Lansing office location.
• Serves as executive administrative support to the Michigan Office Leader.
• Maintains office appearance and after appropriate training, serves as liaison to property manager for maintenance and security key card access.
• 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.
• 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.

Preferred Qualifications and Skills:

• Attention to detail.
• Prior accounting/bookkeeping experience including preparation of expense reports and accounts payable.
• Codes such items as receipts, invoices, vouchers, expense reports, etc., with correct codes conforming to standard procedures to ensure proper entry into the financial system.
• Files, maintains, and distributes accounting documents, records and reports.
• Prior experience with fleet vehicle management.
• Ability to maintain confidentiality
• Planning, time management, and organizational skills
• Ability to balance multiple tasks and changing priorities
• Experience with MS Office applications (Word, Excel, PowerPoint, Outlook)
• IND

What You'll Need

Essential Responsibilities:

• Maintains calendars and schedules appointments.
• Coordinates and schedules meetings and prepares meeting agendas.
• Coordinates and arranges travel and accommodations, and prepares travel itineraries.
• Directs incoming calls, welcomes visitors, and answers routine questions. Sorts and distributes incoming mail and prepares outgoing mail.
• 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.

Minimum Qualifications:

• High School Diploma/GED or equivalent
• 2 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.

\#DG #Administration

Locations:

East Lansing, MI (Lansing)

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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-09805