Administrative Assistant - Water

A Brief Overview

The Regional Office Global Practice Administrative Assistant will provide administrative support for the Global Practice leadership to ensure continuity of daily Global Practice functions and operations by collaborating to provide and present Global Practice information. This position coordinates with leadership to provide administrative services in conjunction with Global Practice and business line goals and objectives.

• Manage and maintain calendars, scheduling, and logistics for department leadership, including recurring and ad hoc meetings.
• Plan, coordinate, and facilitate on-site and off-site department meetings including project reviews, financial meetings, management meetings, and planning sessions. Responsibilities include room reservations, calendar invitations, and catering coordination.
• Attend department planning sessions to compile and coordinate presentation slide decks and manage AV/IT requirements.
• Serve as a dedicated note taker for management meetings, planning sessions, and other recurring department meetings; prepare and distribute meeting minutes and action item summaries.
• Monitor department deadlines and benchmarks; support preparation and presentation of monthly progress reports and track action items through completion.
• Prepare a variety of communications including emails, meeting agendas, presentations, and reports utilizing Microsoft Office Suite (Word, Excel, PowerPoint, One Note, Forms).
• Assemble and analyze information involving department plans and budgets to keep leadership informed of projected and final costs.
• Monitor, review, and approve standard expenditures to ensure department activities are conducted within established budgets.
• Facilitate the dissemination of information across the department, Global Practice, and key stakeholders through email, Outlook calendar invitations, and internal communications channels.
• Field and resolve questions regarding department and Global Practice operations; research and provide appropriate answers.
• Responsible for handling sensitive and confidential information with discretion.

• Organize and execute office-wide events and meetings, including those for visiting groups from corporate offices or other locations.
• Support presentations for monthly all-staff meetings and other office-wide gatherings.
• Coordinate office-related issues and complaints and follow up to ensure resolution.
• Provide back-up front desk/reception support as needed.
• Manage supply inventory and purchasing for the department.
• Handle incoming and outgoing mail and package distribution.

• Coordinate and send department-wide birthday and service anniversary recognition.
• Plan and organize team social hours and team-building events for the department and individual project groups.
• Act as a liaison between department staff and building café management to surface feedback and develop solutions.
• Support onboarding logistics for new hires and interns, including workstation setup, scheduling, and serving as a welcoming resource for questions.
• Take photos at events and of new hires for use on internal resources.

• High school diploma or GED required; four-year degree preferred.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills; ability to communicate professionally with all levels of the organization and with external contacts including clients, vendors, and community partners.
• Demonstrated ability to work independently with accuracy, reliability, and sound judgment.
• Proactive, solutions-oriented mindset with the ability to anticipate needs and adapt to changing priorities.

• Prior experience in an administrative, coordinator, or office management role.
• Experience planning and executing large-scale internal events.
• Familiarity with internal communications platforms and content management tools.
• Experience with AI tools is a plus; we provide resources and training for those eager to develop these skills.

$ Hourly

The expected compensation range for this position is displayed in compliance with all local/state regulations. The final agreed upon compensation is based on a number of factors, including but not limited to: individual education, qualifications, prior…