Division Administrative Assistant

Division Administrative Assistant

Our Charlotte team is looking for a Division Administrative Assistant! This position will be accountable to the Division Manager. Projecting a professional attitude, appearance as well as excellent verbal communication skills and utilization of Microsoft Suite software is a must. The position is part-time (32 hours/week), but applicants seeking full-time employment will also be considered.

Location

This position will report to our Charlotte office 4 days a week.

 The Impact You Will Have

• Prepare and assist with the preparation of correspondence, reports, and materials for publications and presentations
• Perform data entry and maintenance of client relations management database (Deltek VantagePoint)
• Coordinate and track potential client engagement, interaction, and follow up activities
• Set up and coordinate client-related activities, outings, meetings, and conferences as required (e.g., arranging meeting space, coordinating logistics, equipment, catering, etc.)
• Plan and coordinate office events and internal meetings
• Attend internal and project meetings to support management or the project team as requested
• Coordinate and manage travel arrangements as required
• Manage pool vehicle inventory and schedule/coordinate service as needed
• Coordinate with and provide administrative support to Division, Regional, and corporate staff as requested
• Coordinate with staff to assist with project budgeting and invoicing activities
• Provide project support to Project Managers
• Accountable for organization of common space; tracking and ordering of office supplies, and overall support of office efforts/logistics

What You Will Need

• Experience working in the A/E/C or Professional Services Industries preferred
• Advanced skill and knowledge of Microsoft Office products (primarily Word, Excel, Outlook, Teams and SharePoint)
• Advanced writing, editing, proofreading, and review skills to create professional documents
• Aptitude to work independently as well as in a professional office environment
• Familiarity with Deltek Vision is preferred but not required
• Experience with NCDOT, CDOT and/or local governments is preferred but not required
• Prior experience with budgeting and invoicing preferred but candidates with excellent Microsoft Suite skills and eagerness/willingness to advance are encouraged to submit for this position