What are the responsibilities and job description for the Administrative Assistant position at Burns Engineering, Inc.?
About Burns:
Burns Engineering provides professional engineering design and project management services for transportation, facilities, and infrastructure projects. We help our clients attain their strategic goals and initiatives through successful large-scale infrastructure projects. Burns' full-service capabilities include mechanical, electrical, civil, structural, transportation, and energy consulting engineering.
Recently voted a Top Workplace by Philly.com, we credit our strength as an organization to our talented, driven, vibrant team. Burns is an ENR Top 500 Firm, and has been named an MEP Giant by Consulting-Specifying Engineer Magazine, as well as a Hot Firm by Zweig. We are industry experts, proven leaders, innovative thinkers, and team players. We put our clients' successes and best interests first, because their success is our success. We have fun at work because we love making a difference in the world. We are looking for high-energy, bright, collaborative individuals who want the opportunity to "write their own story" with us.
We are seeking an Administrative Assistant to join our team in Philadelphia, PA.
SUMMARY
The Administrative Assistant provides principal secretarial support to the Group Lead and assigned group staff of that individual. Maintains a close and highly responsive relationship with the Group Lead and staff. Works fairly independently, receiving a minimum of detailed supervision and guidance. Uses greater judgment and initiative to determine the approach or action to take in non-routine situations. Interprets and adapts guidelines, including unwritten policies, precedents, and practices.
ESSENTIAL DUTIES & RESPONSIBILITIES
Client Services
- Responds to routine telephone requests
- Refers calls and visitors to appropriate staff
- Controls group mail and assures timely staff response
- Types, takes and transcribes dictation
- Establishes and maintains office files
- Assists group and/or Project Managers with the correspondence and communications required administering projects and serving clients
- Assembles typed documents into orderly packages and assists management in distribution and mailings as needed.
- Maintain calendar of group personnel attendance, events, deadlines, etc.
- Schedules appointments for Project Managers
- Coordinate and organize events as needed for the team
- Assists with other clerical duties as necessary
Marketing/Business Development
- Coordinates logistics for conferences and meetings and assembles established background materials as directed
- Collects information for routine inquiries or periodic reports
- Assists project team, Group Leaders and marketing team in proposal preparation such as writing, editing, and coordination with production
- Assists with promotional campaigns such as open houses and client mailings
- Maintains recurring internal reports, requisitions supplies, printing or other service
Human Resources
- Assists HR department in the scheduling of performance reviews
- Assist HR department with the on-boarding process of new hires on the team
- Update, organize, and manage protocol for security identification badges at all client-based airports for employees as well as clients
- Assists with company morale events such as team outings, holiday toast, holiday party, etc.
EDUCATION & EXPERIENCE
- High school diploma or general education degree (GED); or one to two years of clerical experience and/or training; or equivalent combination of education and experience.
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