Senior Administrative Assistant

Senior Administrative Assistant 1

Annapolis, MD, United States | req
2100

Find your path and enjoy the journey at Haley & Aldrich
. With us, you'll tackle clients' most meaningful challenges in the built and natural environments and, in turn, build stronger communities. You'll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning.

As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well‑being, and quality of life. Join us to accelerate this vision and your professional development.

Come join a diverse and talented team here at Haley & Aldrich as a Senior Administrative Assistant 1. Take advantage of the opportunity to be part of an exciting, growing office and be a valued member of a nationwide administrative team across the country. This is a full‑time position in our Annapolis, MD office.

• Proofread, edit, format, and produce documents using MS Word, Excel, PowerPoint, and Visio with emphasis on quality, adherence to our document standards, and overall grammatical correctness and consistency.
• Produce and assemble large PDF documents using Adobe Acrobat DC Pro, including converting to/from PDF, combining files, using navigational tools, creating forms, and securing documents.
• Act as the "face of the company" by performing front desk/receptionist duties: greeting visitors, notifying staff, answering the main office phone, and routing calls with high accuracy while representing company culture, values, image, and client service expectations.
• Perform general office managerial duties, including front desk administration, maintaining office equipment to enable production of high‑quality client deliverables on time, and maintaining common areas such as the front lobby, reception, kitchen/break areas, and conference rooms.
• Route incoming packages and supplies to the appropriate work group.
• Provide administrative support to project and client‑specific programs in partnership with the Assistant Attorney General as needed: note transcription, compiling exhibit lists, posting new filings, submitting completeness recommendations, visits to the Attorney General's office, and other related tasks.
• Demonstrate professionalism, ability to work well under pressure and changing priorities; be deadline‑ and detail‑oriented and maintain a positive "can do" attitude.
• Deliver administrative support in creating, editing, and producing hard‑copy documents and electronic deliverables, emphasizing quality control by reviewing documents for adherence to standards and overall grammatical correctness and consistency.
• Support travel arrangements, conference registration, and maintenance of staff accreditations.
• Provide marketing support such as creating RFP responses and other related documents.
• Assist with project administration.
• Schedule, coordinate, and support on‑ or off‑site conferences, meetings, events, teleconferences, and Teams meetings, including interaction with catering companies and setting up laptops and projection equipment.
• Act as building facilities liaison when any issues arise.
• Successfully take direction and manage multiple priorities with ease.
• Perform other tasks as requested.
• Travel to Haley & Aldrich's Vienna, VA office once a week to provide local office support.

• 4+ years of corporate work experience.
• Strong attention to detail and ability to deliver high‑quality work products that meet document standards.
• Prompt and effective response to external and internal clients; efficient time management and task prioritization.
• Excellent verbal and written communication skills, exceptional interpersonal skills, and mastery of grammar and punctuation.
• High proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro XI.
• Intermediate skills with SharePoint and MS Project.
• Familiarity with standard office equipment (phones, copier, printers, fax, LCD projector, etc.).
• Familiarity with email and file manipulation: attachments, CD versions, document management, etc.
• Proven track record of executive support and…