Administrative Assistant

For over 60 years, DOWL has thrived as a highly reputable, professional services consulting firm, recognizing that the foundation of our past, present, and our future is our people. DOWL’s foundation is built upon four core values: Inclusion, Integrity, Innovation, and Inspiration. These values are rooted in everything we do. As a valued partner on our team, you will be one of the People Who Make It Happen! 

Join a dynamic and respected professional services firm specializing in civil engineering, public involvement, and water resources projects. We are seeking a highly organized and proactive Administrative Assistant to support our local office operations and contribute to companywide initiatives by providing front desk, administrative, and document production support. In this key role, you will be instrumental in ensuring smooth day-to-day operations, assisting technical staff, and contributing toward broader company initiatives. You will be the warm greeting people will meet as they step into the Anchorage office!

What You’ll Do: 

• Greet visitors and callers, determine needs, and direct them to appropriate staff; answer and route incoming calls and take messages as needed.
• Maintain office physical security and access protocols.
• Manage office scheduling logistics, including conference room calendars and fleet vehicle reservations; coordinate fleet maintenance and repairs.
• Oversee office operations and common areas, including break rooms, coffee stations, and meeting spaces; coordinate refreshments for meetings as needed.
• Manage incoming and outgoing mail and shipments, including sorting, delivery, postage, and expedited shipping.
• Order and maintain inventory of office supplies and equipment.
• Support office safety efforts by assisting with first aid inventory and coordinating local safety efforts.
• Provide administrative support by executing assigned tasks, including data entry, document preparation, copying, and scanning.
• Assist with project and public involvement activities by preparing materials and completing assigned coordination tasks.
• Support office and company initiatives by completing assigned tasks and assisting with coordination efforts led by others across departments (accounting, marketing, operations, HR).
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other duties as assigned.

What We’re Looking For: 

• 2 years of administrative experience, preferably in a professional services or engineering environment.
• Strong attention to detail, organizational skills, and ability to juggle multiple priorities.
• Excellent communication skills and a collaborative, can-do attitude
• Proficiency with Microsoft Office Suite (Teams, Outlook, Word, Excel) and Adobe PDF.
• Familiarity with document formatting and production.
• A commitment to delivering high-quality work in a fast-paced, deadline-driven environment.

Qualifications

To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Education and/or Experience 

• Two years related experience and/or training.

Certifications, Licenses, Registrations

• Driving is an essential job function or a valid driver’s license is required to support legitimate business purposes.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to create and interpret graphs/charts.

Job Knowledge, Skills, and Abilities

• Requires sufficient English skills to compose correspondence, proofread documents, and effectively communicate with supervisors, other technicians, and clients. 
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Proficiency with Microsoft Office Suite (Teams, Outlook, Word, Excel) and Adobe PDF.
• Accuracy, efficiency, and timeliness are essential. Ability to prioritize special projects and daily workload to ensure that all work is completed in a timely and efficient manner.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit. The employee is required to talk and hear. The employee is regularly required to stand, walk, and use hands. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the work environment is usually moderate.