Administrative Assistant (A3)

at  GRAEF

GRAEF, A LEADING U.S. CONSULTING FIRM, HAS BEEN PROVIDING EXCEPTIONAL CAREERS AND QUALITY ENGINEERING, PLANNING AND DESIGN SERVICES TO OUR CLIENTS SINCE 1961. WE RECOGNIZE THAT THE BEST WORKPLACES ARE FILLED WITH TECHNICALLY EXCELLENT, INNOVATIVE, CREATIVE, AND HIGHLY MOTIVATED PEOPLE AND OUR PROUD TO BE RECOGNIZED AS A 2023 BEST PLACES TO WORK AND TOP WORKPLACE. GRAEF IS MORE THAN JUST A BUSINESS. WE ARE A COMMITTED EMPLOYER AND COMMUNITY MEMBER. WE INVEST IN OUR EMPLOYEES AS WE DO OUR CLIENTS, PROVIDING A CHALLENGING AND REWARDING ENVIRONMENT WHERE YOU CAN GROW BOTH PERSONALLY AND PROFESSIONALLY. GRAEF VALUES EXCITING WORK AND LASTING RELATIONSHIPS; WE EMBODY VALUES THAT SPEAK TO LOYALTY, SERVICE, QUALITY AND INTEGRITY; AND WE STRIVE TO GROW WITH THESE IDEAS LEADING THE WAY. WE’RE LOOKING FOR PEOPLE WHO AGREE THAT IN ADDITION TO TECHNICAL EXCELLENCE, IT’S ALL ABOUT RELATIONSHIPS!

We have a new opportunity available for a dynamic, experienced Administrative Assistant to support our growing Madison, WI office through a variety of administrative and marketing-related tasks.

WE ARE CONSIDERING CANDIDATES FOR OUR ADMINISTRATIVE ASSISTANT POSITION THAT MEET THE FOLLOWING MINIMUM QUALIFICATIONS:

• Bachelor’s degree in business, communications or related fields is preferred.
• A minimum of 3 years of relatable administrative and/or marketing experience.
• Extensive knowledge with Microsoft Word, Excel and PowerPoint. Experience using Microsoft Teams is preferred.
• Experience with the Adobe Suite, VantagePoint and Salesforce is a plus.
• A background in professional services consulting (engineering, architecture, construction, real estate development) would be considered a plus.
• Strong communication skills, both written and verbal, along with the ability to thrive in a fast-paced environment.

Why GRAEF? We are proud to offer you a complete benefit package to include:

• Training, Mentorship, and Leadership Development Programs
• A team atmosphere dedicated to open communication and collaboration
• Flexible Hours/Hybrid Schedule
• Embed yourself in the community by participating in numerous outside activities that GRAEF endorses and supports
• Exciting office location, with free amenities, including onsite fitness center and more
• Free covered parking
• Parental Leave
• Paid Time Off
• Medical/Dental/Vision Insurance
• Life Insurance
• Short-Term and Long-Term Disability
• Flexible Spending Plans
• Retirement Savings Plan
• Employee Stock Ownership Plan (ESOP)
• Tuition Reimbursement
• Casual Dress

An Equal Employment Opportunity Employer/Affirmative Action Employer - Disabled/Vet

MARKETING TASKS:

• Work with technical staff to develop proposals and client presentations.
• Assist with printing, binding and delivering proposals.
• Register staff for professional events, maintaining an up-to-date business development calendar of such events.
• Coordinate conferences which includes registering for events, coordinating staff to attend, set-up/tear-down of booth, and coordination of materials needed for booth.
• Maintain and update internal systems (VantagePoint and Salesforce) with client and project information.

ADMINISTRATIVE TASKS:

• Schedule meetings to include conference room reservations and sending Teams invites to all attendees.
• Organize webinar presentations for staff, to include sharing presentations, printing materials, ordering lunch for attendees and meeting room preparations/clean-up.
• Plan for a variety of internal activities, from office events to community volunteering, parties/cookouts and more.
• Book flights/hotels/ground travel for out of town site visits and events for Madison office staff as needed.
• Maintain office calendar with events, scheduled PTO, travel, etc.
• Order and stock office and breakroom supplies.
• Maintain supply closet.
• Participate in new employee onboarding, such as training on phones and various office procedures.
• Responsible for opening, sorting and delivering incoming mail and packages. Responsible for coordinating outgoing mail and UPS/FedEx packages.
• Assist in project specifications, reports, assembling project deliverables, and other miscellaneous project tasks.
• Code and itemize receipts for Madison & Minnesota office credit card statements.
• Coordinate maintenance service that may be required in the office.
• Other relatable tasks that may be assigned.