Administrative Assistant

Key Responsibilities:

• Manage calendars, schedule appointments, and coordinate meetings for staff and managers, ensuring efficient time management across departments.

• Prepare and edit correspondence, reports, and presentations, ensuring accuracy and professionalism in all communications.

• Handle incoming calls, emails, and inquiries, providing timely responses and assistance to internal and external stakeholders.

• Organize and maintain physical and electronic files and records, performing data entry and database management to ensure accurate record-keeping.

• Assist in planning and organizing company events, meetings, and conferences, preparing materials and agendas, and taking minutes as required.

• Support various departments with administrative tasks, such as assisting with meeting coordination or report preparation.

• Contribute to process improvement initiatives to enhance office efficiency, working with the Office Coordinator to implement streamlined procedures.

• Assist with onboarding new employees, ensuring a smooth transition by preparing materials, setting up workstations, and facilitating orientation sessions.

• Collaborate with the Community Engagement Specialist to prepare materials for public meetings, ensuring alignment with the firm’s brand standards.

• Participate in professional development to enhance administrative skills, preparing for advancement to roles such as Administrative Specialist or exploring related roles like Funding Specialist through cross-training in funding documentation support.

• Process office bills, expenses, and coordinate payment approval workflows.

• Assist with project-related administrative tasks such as bid advertisements, document uploads, or file setup.

• Track vehicle logs, mileage, and compile monthly reports such as WEX statements.

• Prepare, mail, and track contracts, construction agreements, and other official documents.

• Coordinate with other offices to ensure consistency in templates, forms, and processes.

• Provide technical support for basic Microsoft Office or TEAMS inquiries among staff.

• Assist with internal and external event preparation and logistics.

Qualifications:

• Associate’s degree in Business Administration or a related field a plus.

• 3–5 years of experience in an administrative support role.

• Strong organizational and time management skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Excellent written and verbal communication skills.

• Ability to multitask and prioritize effectively with moderate supervision.

• Strong interpersonal skills and ability to collaborate with diverse teams.

Physical Requirements:

• Ability to work in an office environment utilizing computer equipment and software.

• May require occasional travel to other office locations for meetings or events, which involve walking and navigating uneven terrain.

• Capable of lifting and carrying materials weighing up to 25 pounds (e.g., office supplies, event materials).

• Adequate vision and hearing abilities to effectively communicate with team members and stakeholders.

• Possession of a valid driver’s license and ability to travel to meetings or events as necessary..
  
  Please note that the physical requirements may vary depending on specific project demands and work assignments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Embracing a collaborative team approach, Interstate Engineering focuses on building for tomorrow. From projects to career paths, Interstate Engineering knows the best approach to any accomplishment is to collaborate, celebrate success, and grow for tomorrow.

Founded in 1976, our employee-owned firm provides innovative engineering, surveying, and planning solutions throughout the Great Plains Region. We continually seek the best talent because we know our employees are the key to success. Interstate Engineering offers an environment that cultivates personal and professional growth through honesty, transparency, and respect. Being active in our careers, we understand the importance of training and professional development and encourage involvement in professional organizations. Our team is built of professionals you need, the people you trust.

• Competitive wages
• Bonus opportunities
• Flexible schedule
• Continued education
• Professional development
• Family-oriented environment
• Prioritized work/life balance
• Paid holidays
• Travel opportunities
• 100% paid health insurance for employee
• Dental, vision, & life insurance
• Short & long-term disability insurance
• ESOP - Employee Stock Ownership Program
• 401K Profit Sharing
• 401K & Roth IRA
• Relocation assistance (if required)