Administrative Assistant Entry Level

Administrative Assistant Support Entry Level

Duration: 3+ months

Location:

Rio Rancho, NM 87124

• The client is seeking a detail‑oriented, highly motivated Administrative Assistant to join our team in Rio Rancho.
• As an Administrative Assistant, you will be an important part of the project team as you assist with a variety of tasks and represent the firm to our clients over the phone, email, and face‑to‑face, as well as assisting staff with support for projects.
• The successful candidate must be personable, organized, and professional.
• We seek an individual who has strong written and verbal communication skills, excellent interpersonal skills, experience with Microsoft Office Suite, project coordination, and the ability to establish effective working relationships with departments.

• Serve as the first point of contact by professionally answering phone calls, responding to inquiries, and welcoming visitors.
• Provide professional and efficient administrative support to our project managers, project teams and local leadership.
• Perform document management support to the team, which includes ensuring the team follows document management protocol and supporting the team with uploading and sharing of files.
• Provide support services for meetings including agendas, preparing meeting summaries, scheduling facilitators and participants, meeting room set up, coordinating presentation materials, and ordering meals as necessary.
• Prepare and edit reports, presentations, and compile data for analysis.
• Facilitate communication and coordination between office personnel, project managers, and field staff to support project execution.
• Work with and maintain confidential and sensitive information.
• Develop and format professional PowerPoint presentations and project materials for client meetings, training sessions, and internal reviews.
• Perform various office management tasks, including completing expense reports, and special projects as assigned.
• Establish and/or maintain systems related to filing, time reporting and training hours.
• Track project schedules, deliverables, and action items.
• Assist with onboarding project personnel.
• Support project reporting and KPI tracking.
• Maintain project document repositories and version control.
• Coordinate travel arrangements and logistics for project teams.
• Assist other project administrative assistants with various duties as needed.

• High school diploma or equivalent required.
• Proficient filing and numbering skills.
• 3+ years of administrative, project coordination, or office management experience preferred.
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, and keyboard typing to accomplish work.
• Digital Literacy.
• Valid New Mexico state driver's license with no major infractions.
• Experience supporting construction, utility, or infrastructure projects.
• Proficiency in Microsoft Teams, SharePoint, and Adobe Acrobat.
• Experience managing multiple priorities in a fast‑paced environment.

• Experience working in a public utilities operations environment.
• Advanced or specialized training in administrative support.
• Proven excellent written, typing, and verbal communication skills.
• Proven self‑starter, proactive, ability to plan, prioritize, and organize workload.
• Demonstrated organizational skills and ability to pay close attention to details.
• Proven high level of professionalism, confidentiality, diplomacy, and strong customer service skills.
• Ability to travel between project sites, client offices, and the local office to perform all the required duties at each location.