Administrative Assistant

6 days ago

Madison, Wisconsin, United States Ayres Associates Full time $42,000 - $72,000 per year

Finding the right fit:

We're looking to add a dynamic individual to support our Madison and Waukesha teams. This is an ideal position for a dependable self-starter with strong communication and organizational skills, attention to detail, and ability to handle multiple tasks simultaneously. Enjoy this part-time opportunity hours per week) that offers a flexible schedule within normal working business hours.

For this role, we are seeking someone to work on-site at our Madison office, with occasional travel (approximately one day every two weeks) to our Waukesha office to provide local administrative support and keep the office stocked with ample supplies. Travel time and expenses, including mileage reimbursement, will be available for visits to Waukesha.

On any given day, you'll:

  • Establish a positive atmosphere, greet visitors, answer questions via email and phone, and communicate messages as necessary.
  • Create project-related documents such as reports, graphics, spreadsheets, contracts, proposals, forms, and letters that adhere to company policy, style, and format.
  • Basic understanding of common office hardware, including printers, copiers, and a/v equipment.
  • Assist with coordination of meetings and office events such as charitable events, office gatherings, and award banquets.
  • Manage files, make copies, prepare and collate reports, and perform miscellaneous duties as assigned.
  • Collaborate with Accounting, Marketing, Human Resources, IT, and a company-wide Administrative Assistant group on various tasks, including record keeping, report generation, and database updates.
  • Work closely with office staff to provide support on project, client, and general office needs.
  • Order supplies and manage office mailings and shipping.
  • Make travel arrangements for staff and register them for conferences and/or outings.
  • Data entry for customer relationship management (CRM) database.
  • Set up workspace for new hires and interns.
  • Keep the office common spaces tidy and well organized.

Required Qualifications:

  • A HS diploma or equivalent.
  • A minimum of three years of administrative assistant experience.
  • Dependable, organized, flexible, service-minded, open to learning new things, and having the ability to multi-task.
  • Ability to write, edit, and proofread written materials, which may include letters, reports, and contracts.
  • Proficient in MS Suite to create and import tables, charts, and graphics.
  • Ability to drive to our Waukesha office approximately once every two weeks to be on-site during normal business hours.
  • A valid driver's license with a good driving record.

Desired Skills and Experiences:

  • Notary Public or ability to become one.
  • Experience with Microsoft Teams and Outlook.
  • Experience with CRM database searches and data entry.
  • Experience with programs such as Adobe Suite and Microsoft Publisher.
  • Ability to lift and carry 25-50 pounds regularly
  • Understanding of the engineering industry or previous experience working for an engineering company is considered a plus.
  • General financial/accounting experience is considered a plus.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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