Job Details
At Haley & Aldrich, a 900+ person national engineering and environmental consulting firm, our creative, technically strong staff work collaboratively to deliver exceptional value to clients. We look for professionals with a passion for solving complex challenges and for creating change, which is a vital part of our culture, no matter what role a staff member holds.
Haley & Aldrich is seeking a full-time Administrative Assistant to be part of our San Diego, CA office. The ideal candidate should have a friendly, professional demeanor and be comfortable handling a busy office with multiple responsibilities. They should have top-notch administrative support and word processing skills, with a strong working knowledge of the Microsoft Office 365 suite of products, with emphasis on Word, Excel, Outlook, Teams, and Adobe Acrobat DC Pro. This is an in-office position, and the work hours are 8:30 a.m. to 5:00 p.m., Monday through Friday.
DUTIES/RESPONSIBILITIES
* Perform front desk/receptionist duties to include greeting all visitors upon arrival and notifying staff; answer main office line and route calls with high accuracy in a manner that demonstrates professionalism and client service expectations; and handle all office mail/shipping and filing.
* Coordinate, schedule, and support on- and off-site conferences, meetings, teleconferences, and Teams/Zoom meetings. This includes, but is not limited to, catering, setting up meeting equipment, screen-sharing, use of breakout rooms, and polls.
* Maintain front lobby/reception area, kitchen/break room, conference room(s), and surrounding areas, including ordering, restocking, and organizing supplies.
* Coordinate with human resources and recruiting to help manage local candidate interviews and new hire onboarding. Coordinate with IT for ordering/setting up new hire computer equipment and scheduling new hire training in the local office.
* Be the on-site point of contact for vendors and building management; submit maintenance orders as needed.
* Coordinate travel arrangements for staff using our travel program.
* Proofread, edit, format, and produce documents using MS Word, Excel, PowerPoint, and Visio with emphasis on quality, adherence to our document standards, and for overall grammatical correctness and consistency.
* Produce and assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, navigational tools, creating forms, and securing documents.
* Participate in and contribute to monthly national Administrative group meetings to keep up to date on all admin-related topics including company news and information and changes that affect the group, as well as knowledge sharing presentations and discussion where you have the opportunity to share your experience and skills.
The successful candidate will:
* Be deadline and detail oriented, have a positive "can do" attitude, be professional, and possess the ability to work well under pressure and changing priorities. Available to work overtime on short notice.
* Be resourceful, possess initiative and problem-solving skills; anticipate needs, take direction, and manage multiple priorities with ease.
* Take ownership of growing their skill set.
* Have excellent written and oral communication skills.
* Perform any other tasks as requested.
SKILLS/EXPERIENCE
* Bachelor's degree and/or 3-5 years of corporate office experience. Previous experience with Legal or Consulting firms a plus.
* Must be highly proficient in MS Word, Excel, Outlook, PowerPoint, Teams, and Adobe Acrobat DC Pro, and possess intermediate skills with Visio, SharePoint, and MS Project.
* Strong attention to detail to deliver high quality work products that meet our document standards.
* Able to respond promptly and effectively to external and internal clients, and efficiently manage time to prioritize tasks.
* Familiarity with standard office equipment (copiers, printers, projectors, speakerphones, headsets, etc.).
* Familiarity with email and manipulation of files: attachments, inserting links, document management, etc.
About Haley & Aldrich
Haley & Aldrich is committed to delivering the value our clients need from their capital, operations, and environmental projects. Our one-team approach allows us to draw from our 900 engineers, scientists, and constructors in more than 35 offices for creative collaboration and expert perspectives. Since our founding in 1957, we have had one goal in all we do: deliver long-term value efficiently, no matter how straightforward or complex the challenge. Learn more at haleyaldrich.com.
Haley & Aldrich is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to gender, race, age, disability, veteran, or any other legally protected status. We offer excellent career growth, a highly competitive total compensation plan, and a solid benefits package. Interested candidates should apply on our Careers page.
The salary range for this position in San Diego, CA is $55,000 - $65,000 annually. Actual compensation will be based upon a variety of factors such as education, related work experience, certificates, skills, and current market conditions. Haley & Aldrich reviews salary ranges each quarter to ensure we are competitive in the current market.
Note to external search firms: Haley & Aldrich does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Please do not send resumes to Haley & Aldrich employees, Please work through a Talent Acquisition Manager.
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