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Administrative Assistant

Saint Paul, Minnesota

Our employee-owned team of engineering and architecture professionals has an opportunity available for an Administrative Assistant to join our Office Services team in Saint Paul!   

As a member of our team, you will be the hub of activity within the office and get in on all the action that occurs ‘behind the scenes’ by greeting visitors, answering phones, proofreading letters and other correspondences, coordinating and scheduling various meetings, processing incoming and outgoing mail and package shipments. Additionally, you will assist employees with a range of office services requests, to include access to the onsite fitness center and coordination of parking ramp contracts and access cards. This opportunity will also assist with the administration and execution of our archive policy, maintenance of archive databases, and conversion of paper project files to digital records. You will learn a great deal about all our services and the types of projects we design as you work alongside a team of talented design and engineering professionals while working in a fun, modern, team-oriented, and fast-paced environment. 

In addition to administrative responsibilities, this opportunity will assist with safety related duties which may include distribution and shipment of PPE, database maintenance, certificate creation, slide presentation editing and/or proofing, and other administrative functions.

Given the nature of the responsibilities associated with this opportunity, the candidate will frequently sit, stand, and walk for extended periods. The candidate will perform repetitive motions with fingers, hands, wrists, shoulders, and upper body while opening, sorting and/or distributing mail and package shipments. On occasion the candidate may be required to stoop, bend or reach above their shoulders and lift and carry packages and office materials weighing up to 25 pounds. 

Note: This is a 100% in-office opportunity; however, consideration will be made with regard to overall schedule flexibility. 

Required Qualifications.

  • High School Diploma and a minimum of five (5) years of related experience – or – Associate Degree and a minimum of three (3) years of related experience.
  • Intermediate proficiency with MS Office applications (Word, Excel, Outlook, PowerPoint).
  • Strong interpersonal skills with the ability to work independently and as a team member.
  • High level of integrity and discretion demonstrated by previous experience handling confidential and sensitive information of projects, financials, employees, etc.
  • Strong organization skills demonstrated by the ability to prioritize and multi-task in a fast-paced deadline-driven environment.
  • Strong attention to detail and data accuracy.
  • Ability to work an in-office schedule of 40 hours per week (M-F).

Preferred Qualifications. 

  • Previous Administrative Assistant experience within a professional services environment.
  • Previous experience using Deltek Vision or similar ERP business management software.
  • Previous experience handling and maintaining archive records, databases, and files.
  • Ability to create and modify Pivot Charts.
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