Administrative Senior Associate

Position Title: Administrative Senior Associate

Position Location: Remote - work virtually from anywhere in the United States

Note:

This position requires coverage of standard business hours, 8:00 AM - 5:00 PM, Monday through Friday, in the designated time zone (either CST, PST or a combination of both).

Salary

QC Servion recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out-compete those ranges for well-qualified candidates.

Job Summary

The Administrative Senior Associate will have the opportunity to interface with all departments in the firm and is part of the Operations Team. The successful candidate will demonstrate problem-solving skills, effective teamwork and respect for deadlines while providing administrative talents.

This role operates in a dynamic, fast-paced environment where priorities frequently shift, requiring adaptability and strong problem-solving skills. Success in this role demands the ability to juggle multiple priorities, pivot swiftly in response to changing business needs and effectively handle projects with accuracy and efficiency in a remote environment.

The Administrative Senior Associate will rely on directives and pre-established guidelines to perform the functions of the job. This person will work under immediate supervision.

The Administrative Senior Associate will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

General Staff Support (80%)

• Word processing, proofreading, spreadsheet data entry and reporting
• Updates to specifications files
• Assist with proposal processes
• Creation and maintenance of internal resumes
• Support company training programs by coordinating staff delivery and managing all onboarding training schedules
• Assist in the creation, preparation, tracking and presentation of internal company-wide meetings, including monthly, quarterly and ad hoc sessions
• Assist and track policy and procedure updates
• Assist with employee and client gift research and purchase
• Assist with swag logistics
• Assist with file management, including updates to new templates / standardization
• Assist with and track document requests, ensuring timely fulfillment and accurate recordkeeping
• Manage the company’s general email inbox and phone messages, responding to inquiries and directing them to the appropriate department or Manager

Director Support (20%)

• Book travel arrangements and register staff for industry events, including coordination, reservations and tracking
• Email and schedule management
• Company meeting presentation development and content coordination amongst contributors
• Expense management
• Special projects for Department Directors

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

Position Requirements (Intermediate level for all the following unless otherwise noted)

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms and other office procedures and terminology
• Knowledge of booking and arranging travel and events
• Demonstrate continued and progressive knowledge of administrative tasks required for an engineering firm
• Skill in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and / or Bluebeam)
• Skill using artificial intelligence, machine learning and generative artificial intelligence
• Skill in completing assignments accurately and with attention to detail
• Skill in typing with minimal errors
• Ability to communicate effectively in both oral and written form (technical and non-technical information)
• Ability to work successfully as a member of a team and independently with supervision
• Ability to maintain…