Fall Seasonal Office Administration

Responsibilities

• Produce and edit client or firm deliverables, including proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams; copy, bind, and distribute as appropriate.
• Manage client deliverables such as CAD work, bid openings, bid evaluations and clarifications, vendor pay application processes, phone bill analysis, SharePoint sites, survey tools, walk‑throughs, and internal documentation/training materials.
• Assist practice growth from an administrative support position: conduct research, participate in marketing campaigns, prepare proposal packets, compile and manage pipeline and backlog reports, maintain CRM opportunities, and produce financial reports from Practice Management and Cognos Analysis.
• Oversee and maintain processes, workflow systems, and firm databases, including new client/job workflows, internal documents related to client service, client satisfaction surveys, team files, binders, and the firm intranet site.
• Assist with administrative projects, communicate frequently with all organizational levels, and track data in various databases (CRM, RFP tracking, engagement letters, PPA follow‑up, etc.).
• Administer legal documentation requirements (subpoenas, court orders), award applications, benefit administration/open enrollment, and related mailings and firm gifts.
• Support technology needs: process pool equipment and portable file server requests, perform server reporting, manage backup tape reporting, replicate data storage devices, and coordinate hardware backups and asset tracking.
• Administer MOS testing and other assessment tools, including scheduling, vendor coordination, result distribution, and records maintenance.
• Coordinate communications: track and update staff on deadlines, manage conflicting priorities, and oversee the overall backlog of administrative requests.
• Organize team meetings, including agendas, project lists, minutes, and reports.
• Conduct research for special projects upon request and serve as liaison for outside organizations, persons, and clients when necessary.
• Arrange conference rooms, equipment, conference calls, and meeting refreshments; handle reservations for leased rooms.
• Manage miscellaneous team reservations (travel, lunch, dinner, etc.).
• Assist with deliverables for staff performance management processes (CDPs, APAs) as requested.
• Manage marketing activities as needed and serve as marketing liaison.
• Prepare various P&M forms (new client, check request, etc.).
• Handle miscellaneous client and phone calls, routing them to appropriate staff, proofread correspondence, and perform other secretarial duties.
• Provide backup support to other administrative assistants and complete any other office duties as required.

• HS Diploma or GED equivalent required; higher education or college coursework preferred.
• 4–6+ years of secretarial experience, preferably in a professional services environment.
• Proficiency with MS Office (Word, Excel, Outlook) required; MOS certification a plus.
• Experience with CAD, Visio, and Microsoft Project is preferred for certain positions.

• Must remain in a stationary sitting position for at least 75% of the time.
• Occasional movement within the office to access machinery, cabinets, or equipment.
• Ability to lift up to 20 lbs.; lifting heavier packages may be required.
• Must have reliable transportation, a valid driver’s license, and a clean driving record.
• Physics duties include bending, lifting, and climbing as needed.

• Ability to work overtime and sometimes Saturday hours during tax season (January–April) and as needed throughout the year.
• Must exercise independent judgment, initiative, and maintain high confidentiality.
• Excellent written and oral communication skills with a focus on client service.
• Professional demeanor, excellent customer service, and interpersonal skills.
• Ability to work well with others and communicate effectively with partners, staff, and visitors.
• Strong multitasking and time‑management skills in a fast‑paced environment.
• Superior data entry and alpha/numeric skills.

• Non‑Exempt status.
• Moderate supervision.

Plante Moran is an Equal Opportunity Employer.

• Health, dental, vision, disability, and life insurance.
• Flexible Time Off and various pre‑determined holidays.
• 401(k) plan.
• Travel expense, lodging, and meal reimbursement for business travel.
• Pension plan for eligible administrative staff.
• Discretionary bonus plan.