Administrative Assistant II

What You'll Do

• Provide day-to-day administrative support to executives and Business Unit staff
• Draft, edit, format, and organize a variety of business documents including reports, presentations, contracts, agendas, and correspondence in accordance with company standards
• Manage document control, filing systems, and electronic databases to ensure accuracy, consistency, and accessibility
• Prioritize tasks and track deliverables to ensure deadlines are met in a fast-paced environment
• Coordinate meetings, agendas, travel arrangements, and logistics for internal teams and senior leadership
• Serve as a liaison between internal teams, clients, and external partners to support clear and professional communication
• Support billing and project administrative functions, including WBS setup, invoice preparation, and client support as needed
• Assist with permitting-related tasks such as agency coordination, documentation, scheduling, and reporting, as required
• Prepare expense reports, credit card reconciliations, and vendor payment documentation
• Support reception coverage, phone handling, and general office administrative functions when needed
• Maintain confidentiality of sensitive company and project information

What You'll Bring

We are seeking a proactive, detail-driven professional who thrives in a collaborative, fast-paced, matrixed environment and enjoys supporting multiple teams and priorities.

Educational Qualifications

• Bachelor’s degree preferred, but not required

Knowledge and Skills

• Demonstrated experience in administrative or office support roles
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Experience with invoicing, billing support, or project coordination preferred
• Familiarity with permitting processes or A/E/C industry experience a plus
• Strong written and verbal communication skills
• Excellent organizational skills with the ability to manage multiple priorities
• Strong attention to detail and problem-solving ability
• High level of professionalism, initiative, and adaptability in a fast-paced environment