Administrative Assistant

Description

KS Engineers, P.C. (KSE) is a mid-size engineering and construction management firm ranking in the ENR Top 500 for design and ENR Top 100 for construction management. We are headquartered in Newark, NJ, with regional offices in New York City and Newburgh, NY; Philadelphia and Pittsburgh, PA; Mount Laurel and Mount Arlington, NJ; and Rocky Hill, CT. The firm provides engineering, construction management, and land surveying services to both public and private sector clients. KSE offers a full range of employee benefits, including medical, dental and vision insurances, a 401(k) plan, paid time off, Flexible Spending Accounts (FSAs), long- and short-term disabilities, and term life insurance. KS Engineers, P.C. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Position: Administrative Assistant

Reports to: Director of Engineering/Human Resource Director

General Overview:

An Administrative Assistant provides high-level administrative support to senior leadership, often within a fast-paced and dynamic environment. In the construction industry, this role is critical in ensuring that executives and project managers can focus on strategic decision-making, client relations, and overseeing projects by handling a range of operational, administrative, and clerical tasks. 

Duties/Responsibilities

- Provide high-level administrative support to Director of Engineering, Vice Chairman and/or other senior leadership.  

- Maintain strict confidentiality for any and all tasks

- Perform clerical and administrative tasks such as drafting correspondence, memos, reports, and other documents for senior staff.  

- Scheduling meetings and conferences with vice presidents, branch managers, partner firms, clients, etc.

- Coordinate travel arrangements, including booking accommodation, for executives.  

- Schedule and attend meetings on behalf of executives, taking notes and preparing minutes.  

- Handle incoming communications, review contents, assess priorities, and summarize or forward to appropriate staff and respond to internal departments and branches.

- Manage office tasks such as recordkeeping, ordering supplies, and basic bookkeeping functions.  

- Provide prompt phone support to Executives as needed.

- Review and distribute incoming urgent mail.

- Coordinate with worker’s comp and safety staff on behalf of the Director of Engineering.

- Complete additional duties as assigned by executives and the Director of HR.

Requirements

Required Skills/Abilities

- Strong verbal and written communication skills.  

- Exceptional organizational skills with keen attention to instructions and detail.  

- Highly punctual.

- Excellent time management abilities and a proven track record of meeting deadlines.  

- Ability to thrive in a fast-paced, high-pressure environment.  

- In-depth knowledge of office administration, clerical procedures, and recordkeeping systems.  

- Typing speed of at least 50 words per minute.  

- Advanced proficiency in Microsoft Office Suite or similar software, with the ability to learn new programs quickly.  

- Must have soft skills to work with team and with diverse individuals and personalities.

- Must be skilled to keep cool at high pressure environment and be able to get things done quickly.

Education and Experience

- Bachelor’s degree in business administration or a related field preferred.  

- A minimum of 2-4 years of relevant experience required.  

Physical Requirements

- Prolonged periods of sitting at a desk and working on a computer.  

- Ability to lift up to 15 pounds occasionally.  

KS Engineers, P.C. is an EOE/AA/VEV/Disabled Employer. KSE will not discriminate on the basis of race, color, religion, creed, sex, national origin, marital status, age, disability, veteran status, citizenship status, or other status protected by law.