Administrative Assistant

This Opportunity

WSP is currently initiating a search for an Administrative Assistant for our Tallahassee, FL office. This position will be involved in projects with Team 6 and be a part of a growing organization that meets our client’s objectives and solves their challenges.

Your Impact

• Provides administrative support to staff in the office including scheduling of team/project/client meetings and drafting of minutes, follow-ups, communication, and coordination of activities in an office or project site (including catering orders meeting preparation, plus provides on-site support for day of meeting to include printing, catering, travel support for attendees, special seating needs, AV support)
• Responsible for general office administration including office upkeep and liaison with building management for maintenance requests, issues (i.e., AC/heat service,) and building/parking access cards
• Serves as receptionist, answers incoming calls, maintains phone list and welcomes guests as assigned
• Processes incoming and outgoing U.S. and overnight mail, distributes incoming faxes/packages
• Assists with ordering computers, accessories, and supplies and business cards for office employees
• Provides assistance for new hire onboarding, completion of I-9’s, etc. – this includes working with IT on all required new hire equipment along with collection of IT equipment and security cards for employees exiting the company
• Coordinate onsite training events with outside vendors and online webinars, as directed
• Coordinates safety and compliance programs for office, including maintenance of office standards – bulletin boards, inspections of fire extinguishers, AED, AED/CPR Certification, and first aid kits
• Additional project assistance responsibilities may include tracking of task orders and project contracts, maintain project plans as well as project procedures manuals, workflows, QA review of reports/correspondences, and other field work coordination
• May be assigned to assist with financial reports for office leaders which includes spreadsheet consolidation, tracking of data, senior staff tracking and travel/expense report support, and monthly/ period national budget and/or utilization reports
• May assist marketing leads with tracking of RFPs and proposal timelines, and provide proposal delivery assistance
• May assist with processing Accounts Payable and Sub queue invoices for the office
• May be assigned to serve as on-site point of contact for coordination of IT issues with Service Desk team, including new computer setup, return out of service machines, server/HVAC/other equipment issues, A/V set-up assistance and responding to Service Desk emails for additional information

Who You Are

Required Qualifications

• 3+ years of experience in administrative support; Associate’s Degree can substitute for 1 year of experience
• High School Diploma or GED
• Must be a self-starter capable of taking on tasks with little direction or supervision
• Must possess a high level of professionalism and positive attitude when interacting with colleagues, clients, guests and other employees in the office
• Demonstrated competence using Microsoft Office applications is required with emphasis on creating Excel spreadsheets, formatting Word documents and developing PowerPoint presentations
• Must be comfortable working in a fast-paced environment with short deadlines, interruptions, and multiple tasks
• Must possess excellent interpersonal and written and verbal communication skills
• Must have initiative with ability to anticipate needs and complete important tasks without needing to be asked
• Must be able to prioritize assignments with minimal supervision along with time management, resourcefulness, fine attention to detail and follow-through
• Must be a strong team player
• Must be able to use discretion and confidentiality
• Possess technological skills necessary to perform data entry, manage team calendars, and create company reports as needed
• Exercise responsible and ethical decision-making regarding company funds, resources and conduct and adhere to WSP’s Code of Conduct and related policies and procedures
• Proven track record of upholding workplace safety and ability to abide by WSP’s health, safety and drug/alcohol and harassment policies

Preferred Qualifications

• Experience in the consulting industry
• Knowledge of Oracle and Adobe Professional