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Sr. Administrative Assistant

5 months ago

Tampa, United States HNTB Full time

What We're Looking For

At HNTB, you can create a career that is meaningful to you while building communities that matter to all of us. For more than a century, we have been delivering solutions for some of the largest, most complex infrastructure projects across the country. With our historic growth, it is an exciting time to join our team of employee-owners.

This opportunity entails, while under limited supervision, leverages specialized skills and experience to provide administrative support typically to officers and managers. Administrative functions may include maintaining calendars, scheduling meetings, making travel arrangements, handling correspondence, distributing mail, filing, and performing other duties to support the manager and department as needed. Utilizes Outlook, Word, Excel, PowerPoint and various HNTB software applications to perform tasks.

What You’ll Do:

  • Maintains multiple calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas. Coordinates and arranges the logistics and details of travel and accommodations, and prepares travel itineraries.

  • Screens incoming calls, emails, letters and visitors. Answers routine questions and provides information on behalf of the manager. Sorts and distributes incoming mail and prepares outgoing mail. Routes or answers routine correspondence not requiring manager’s attention.

  • Communicates management’s instructions or desires to various individuals and/or departments and initiates follow-up action. Furnishes and obtains information from other executives or outside representatives as requested.

  • Prepares reports, gathering and summarizing a variety of data from multiple sources. Composes and produces a variety of correspondence, reports and presentations under general guidance using the appropriate software for word processing, graphics and spreadsheets.

  • Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

  • Prepares and submits expense reports, ensuring timely processing, supporting documentation and accurate coding of expense items.

  • May transcribe dictation, often covering subjects of a technical and/or confidential nature.

  • Performs other duties as assigned.

What You’ll Need:

  • High School Diploma/GED or equivalent

What We Prefer:

  • Ability to maintain confidentiality

  • Planning, time management and organizational skills

  • Ability to balance multiple tasks and changing priorities

  • Attention to detail

  • Demonstrated ability to compose, edit and proof read written documents (routine letters, business correspondence and reports of varying complexity)