Administrative Assistant

Administrative Assistant

In this role, you will provide essential administrative support to staff, serving as the main reception contact and coordinating various office functions. Your role is pivotal in ensuring smooth operations and assisting with diverse administrative tasks.

Responsibilities

• Provide professional administrative support including main reception duties, answering and directing telephone calls, and greeting employees and visitors.
• Distribute and collect visitor building access cards.
• Schedule conference calls and coordinate catering for meetings.
• Maintain conference rooms and kitchen areas.
• Update office inventory supplies and coordinate with local building management.
• Address general visitor and employee inquiries.
• Provide support for operational functions such as accounting, marketing, and human resources.
• Type, revise, and combine materials including correspondence, reports, and proposals.
• Proofread and edit documents for grammar, spelling, punctuation, and formatting.
• Complete word processing and database administration tasks as needed.
• Provide travel arrangements and support for miscellaneous administrative projects.

Essential Skills

• 3+ years of experience as an administrative assistant.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Experience in calendar and schedule management, including coordinating meetings and events.
• Strong skills in document preparation and management: drafting, proofreading, and formatting reports and presentations.
• Accuracy and confidentiality in data entry and record-keeping.
• Basic IT troubleshooting and familiarity with collaboration tools (Teams, Zoom, Google Workspace).
• Experience in travel coordination and expense management.
• Capability in office management tasks: ordering supplies, managing inventory, and maintaining office readiness.

Additional Skills & Qualifications

• High School diploma or equivalent; AS or BS preferred.
• Excellent verbal and written communication skills.
• Flexibility and ability to prioritize and handle multiple tasks.
• Ability to work independently and take direction from various managers.
• Self-motivated, well-organized, detail-oriented, reliable, and punctual.
• Ability to handle confidential information.
• Preference for prior administrative experience with a civil engineering consultant or architectural design firm.
• Preference given to local candidates.

Work Environment

This position is located in Philadelphia, PA. The work environment is fast-paced and multi-disciplinary, requiring strong communication and organizational skills. The office culture is employee-owned, encouraging active participation and collaboration.

Job Type & Location

This is a Contract to Hire position based out of Philadelphia, PA.

Pay and Benefits

The pay range for this position is $30.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Philadelphia, PA.

Application Deadline

This position is anticipated to close on Oct 9, 2026.