What are the responsibilities and job description for the Administrative Assistant position at Talbert, Bright & Ellington?
Department: Corporate/Administrative
Location: Wilmington, NC
Talbert, Bright & Ellington, LLC. (TBE) is a full-service, professional aviation engineering firm focused on the planning, design, and construction for airports in North Carolina, South Carolina, Virginia and Florida. Headquartered in Charlotte, North Carolina for over 30 years, TBE employs more than 95 professionals.
TBE is seeking an Administrative Assistant in the Wilmington, NC office to provide administrative, clerical, and operational support to staff and project managers while maintaining efficient office operations and organization.
Key Responsibilities
- Answer and direct incoming calls and assist staff, clients, and visitors professionally.
- Prepare, edit, and distribute correspondence, work authorizations, subcontracts, and other documents.
- Send documents for execution via DocuSign.
- Coordinate and schedule meetings, reserve conference rooms, and assist with travel arrangements.
- Maintain project transmittal spreadsheets, office records and calendars.
- Process incoming and outgoing mail, UPS shipments, and daily post office deliveries.
- Retrieve, file, copy, scan, assemble, and bind reports and project documents.
- Create and maintain Excel spreadsheets, Word forms, calendars, and filing systems.
- Submit invoices, receipts, timesheets, and other accounting-related documents to Accounting.
- Organize and maintain digital and physical project files, reports, newspapers, and office records.
- Order, organize, and restock office, copier, kitchen, and restroom supplies.
- Perform basic copier/printer maintenance and coordinate service calls when needed.
- Maintain cleanliness and organization of common office areas.
- Coordinate office errands, deliveries, and pickups as requested.
- Create and post office announcements, birthday signs, holiday signage, and staff communications.
- Coordinate staff events, office gatherings, holiday activities, and employee engagement initiatives.
- Manage SCAA/NCAA memberships and related travel arrangements.
- Perform year-end file archiving and annual office organization tasks.
- Create and maintain annual folder structures and ensure completion of compliance-related tasks.
- Provide additional administrative support and assistance to staff and Project Managers as needed.
- 2 years of related experience preferred
- Strong organizational and multitasking skills.
- Excellent communication and customer service abilities.
- Proficiency in Microsoft Office Suite.
- Attention to detail and ability to manage multiple priorities.
- Professional, dependable, and team-oriented attitude.
- Excellent compensation package
- Outstanding holiday and paid-time-off programs
- 401(k) Plan and Match
- Career Path Development Program (Management & Technical Career Tracks)
- Mentorship Program
- Tuition Reimbursement
- Competitive health and dental insurance premiums
- Variety of voluntary benefit options
- Short-Term Disability/Long-Term Disability
- Company-furnished life insurance
- Employee Assistant Program (EAP)
- Flexible Spending Account
- and More