What are the responsibilities and job description for the Administrative Support Specialist position at Interstates?
Interstates is growing, and we are looking for a full-time Administrative Specialist II to join our Omaha office. This position will provide essential support to our project teams, helping keep communication, organization, and coordination running smoothly. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment supporting engineering and construction professionals.
What You’ll Be Doing
- Meeting Support:
- Help develop and distribute meeting agendas
- Take detailed, technical meeting notes and track action items
- Follow up with team members to ensure tasks are completed
- Team & Project Support:
- Manage and coordinate calendars and appointments for up to three team members
- Arrange travel and logistics, including occasional travel (1–2 days per month)
- Assist with presentation and marketing material development
- Organize and maintain project documentation and shared files
- Plan and coordinate team events and meetings
- Communicate with clients and distribute project reports
- Provide other administrative support as needed
What We’re Looking For
- Experience: 3 years in an administrative, executive assistant, or office support role.
- Skills: Strong organizational skills, attention to detail, and proficiency in Microsoft Outlook, PowerPoint, OneNote, Planner, other Microsoft 365 tools, Google Workspace and BlueBeam.
- Communication: Professional in writing and speech; comfortable proofing, drafting, and corresponding on behalf of leaders.
- Prior experience in an engineering or construction-related environment preferred
Location:
This job is located onsite in our Omaha, NE office. There may be up to 10% travel.