Part-time (8A – 1P) Administrative Assistant - Charlotte

McAdams is a full-service land planning, landscape architecture, civil engineering and geomatics firm located in North Carolina and Texas. We seek a partnership with our clients to create meaningful experiences through inspired design. Our employees are what makes McAdams different. We bring “experiences” to the forefront of everything we do and that requires special people.

Position Purpose

To provide administrative support in a fast-paced environment by completing multiple reception and administrative tasks with competing deadlines, using extreme attention to detail and excellent communication skills. Anticipate needs of team members and resolve administrative issues with calm and poised prioritization.

Essential Functions Responsibilities

• Provide outstanding customer service to all internal and external customers while maintaining a clean working environment
• Provide front-of-house operational support, which includes maintaining office and kitchen supplies; handling building maintenance requests; coordinating Lunch & Learns; coordinating conference room schedules; setting up and troubleshooting AV equipment for meetings; and managing incoming and outgoing parcels
• Type, proofread, and edit a wide variety of correspondence, such as memos, letters, forms, transmittals, proposals, site investigation reports, change orders, and response to comment letters with accuracy as requested
• Manage onboarding of new hires and interns by attending front-of-house meetings, maintaining onboarding materials, preparing new hire desks with office supplies, and providing a welcome tour.
• Assemble calculations, site investigation reports, project submittal notebooks, plan sets, and other submittal items with accuracy as required for specific projects
• Anticipate needs of directors, project managers, and team members. Help them stay focused on projects by resolving operational and administrative issues before they arise
• Help build efficiency and effective responsiveness into existing operations
• Perform other clerical duties as needed such as filing, electronic filing of large engineering plan sets, and photocopying as needed
• Perform an extensive array of administrative tasks

Qualifications

• Associate degree OR 4 years relevant administrative work experience
• Previous experience in a professional office setting
• Knowledge and experience with MS Office suite
• Outstanding organizational and oral and written communication skills
• Extremely detail-oriented with strong writing, editing, and proofreading skills
• Proactive thinker with the ability to prioritize multiple competing deadlines
• Comfort with a fast-paced environment, necessitating professional, calm and poised prioritization

Preferences

• Previous A/E/C firm experience
• Notary Public