Part-time Administrative Assistant

This Opportunity

WSP is currently initiating a search for a Part-time Administrative Assistant for our Tallahassee, FL office. This position will be involved in projects with Team 6 and be a part of a growing organization that meets our client's objectives and solves their challenges.

Your Impact

* Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)

* Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards

* Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned

* Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages

* Assists with ordering computers, accessories, and supplies and business cards for office employees

* Provides assistance for new hire onboarding, completion of I-9's, etc.

- this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company

* Coordinate onsite training events with outside vendors and online webinars, as directed

* Coordinates safety and compliance programs for office, including maintenance of office standards - bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits

* Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination

* May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports

* May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance

* May assist with processing Accounts Payable and Sub queue invoices for the office

* May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information

Who You Are

Required Qualifications

* 3+ years of experience in administrative support;
Associate's Degree can substitute for 1 year of experience

* High School Diploma or GED

* Must be a self-starter capable of taking on tasks with little direction or supervision

* Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office

* Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations

* Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks

* Must possess excellent interpersonal and written and verbal communication skills

* Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked

* Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through

* Must be a strong team player

* Must be able to use discretion and confidentiality

* Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed

* Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP's Code of Conduct and related policies and procedures

* Proven track record of upholding workplace safety and ability to abide by WSP's health, safety and drug/alcohol and harassment policies

Preferred Qualifications

* Experience in the consulting industry

* Knowledge of Oracle and Adobe Professional