Senior Administrative Assistant

at  HNTB Corporation

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 requires, under limited supervision, proactively anticipating needs and expeditiously prioritizing urgent tasks with proficient follow-through. Typically provides administrative support to officers and leadership. Administrative functions will include maintaining calendars, scheduling meetings, making travel arrangements, tracking and submitting expenses, and performing other duties such as coordinating arrangements for meetings from planning meals to arranging transportation. Utilizes Outlook, Word, Excel, PowerPoint, and various HNTB software applications to perform tasks.

• 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.