Fall Seasonal Office Administration

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• Assist with the production and editing of client or firm deliverables, such as proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams, and reports.
• Copy, bind and distribute deliverables as appropriate.
• Manage client deliverables including CAD work, bid openings, bid evaluations and clarifications, vendor pay‑application process, and phone bill analysis.
• Manage SharePoint sites and surveys/survey tools.
• Conduct walk‑throughs, internal documentation, and training materials.
• Assist with practice growth from an administrative support position through research, involvement in marketing campaigns, preparation of proposal packets, management of pipeline and backlog reports, ensuring opportunities in CRM, and use of CRM to help manage practice.
• Compile and manage financial reports from Practice Management Cognos analysis.
• Oversee and maintain various processes, including workflow systems and firm databases, new client/job workflows, client satisfaction surveys, and internal documents related to client service.
• Maintain files and documents for the team, update charts, binders, and material/text for the firm intranet site.
• Assist with administrative projects for a team or industry group, primarily related to a specific organizational function, and communicate with all levels of the organization.
• Enter and track data in various databases (5‑5‑7, CRM opportunities, PMTOK tracking, RFP tracking, signed engagement letters, PPA follow‑up).
• Administer and assist with legal documentation requirements (subpoenas, court orders, etc.), award application process, benefit administration/open enrollment, related mailings, and distribution of firm gifts.
• Handle technology needs including processing pool equipment and portable file server requests, server reporting, backup tape reporting, data storage replication, managing database files, hardware coordination (hard drive backups, un‑assigning assets, recording laptop acknowledgement forms).
• Administer MOS testing or other assessment tools, schedule testing, work with outside vendors, distribute results, maintain records, and manage related assessment administration.
• Track and update staff on deadlines and target dates, manage conflicting priorities, oversee overall backlog of admin requests.
• Organize team meetings, including agendas, project lists, minutes, and reports.
• Research special projects when requested.
• Act as liaison for outside organizations, persons, and clients when necessary.
• Arrange conference rooms, equipment, conference calls, and meeting breakfasts/lunches/coffee; handle reservations for leased conference rooms.
• Reserve team travel, lunch, dinner, and other miscellaneous reservations.
• Assist with deliverables for staff performance management processes (CDPs, APAs, etc.) when requested.
• Manage marketing activities as needed; serve as marketing liaison.
• Prepare various P&M forms (new client, check request, etc.).
• Handle miscellaneous client and phone calls, route calls to appropriate staff.
• Proofread correspondence prepared by other staff.
• Assist partner and team with secretarial duties such as opening and organizing mail, office organization, scheduling prospect calls, travel arrangements, maintaining calendars, expense reports, and processing billing.
• Provide backup to other administrative assistants when needed.
• Perform any other office duties as required.

• At least 4–6+ years of secretarial experience, preferably in a professional services environment.
• Proficiency in MS Office; MOS certification is a plus.
• Experience with CAD, Visio, and Microsoft Project for certain roles.
• Ability to remain in a stationary sitting position for at least 75% of the time.
• Occasional movement required to access machinery and cabinets.
• Ability to work overtime if required.
• Capable of lifting up to 20lbs; occasionally lift/transports packages up to 20lbs.
• Strong…