Administrative Assistant

** This Opportunity*
* WSP is currently initiating a search for an  
** 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…