Administrative Assistant III

Job highlights
Identified by Google from the original job post
Qualifications
5-7 years of related experience
Ability to multi-task is a must
Coordinates Office Executive’s schedule and makes appointments
Possess strong interpersonal skills; math skills; organizational skills; detail-oriented; ability to work independently with minimal supervision
Exhibit a pleasant demeanor when interacting with clients and staff
Ability to read, write and converse in English
Demonstrate proper telephone etiquette
Possess a valid driver’s license
Benefits
The approximate compensation range for this position is $58,+00 to $65,000
This compensation range is a good faith estimate for the position at the time of posting
Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location
Responsibilities
This position reports directly to the Office Executive and handles a multitude of the daily office administrative responsibilities
The Administrative Assistant III handles daily coordination of the front reception desk, a wide variety of support services for all technical staff in the office, incoming and outgoing communications (phones, faxes, US Mail, FedEx, UPS, etc.), purchasing, supplier ordering and invoice tracking, fleet management, coordinates issues with building landlord, and coordinates with Michael Baker’s Corporate office to organize meetings and staff travels
Analyzes and organizes office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings
Maximizes office productivity through proficient use of appropriate office equipment, hardware and software applications
Researches and develops resources that create timely and efficient workflow
Establishes uniform correspondence procedures and style practices
Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records
Monitors office budget, and initiates cost reduction programs
Coordinate, arrange and track the booking of internal and external events
Reviews clerical and personnel records to ensure completeness, accuracy and timeliness
Prepares activities reports for guidance of management
Develops policies and procedures in accordance with regulatory/corporate guidelines
Provides technical and procedural guidance to less experienced personnel
Directs on-boarding of new personnel
General office duties – typing, filing, copies, etc
Prepares and tracks expense reports
Arranges and coordinates travel schedules and reservations
Other miscellaneous duties as assigned
May perform basic accounting duties, such as light receivables/payables and/or invoice approval preparation
Job description
Description

JOB DESCRIPTION

Michael Baker International is looking for a dynamic, detail-oriented individual to serve as the Administrative Assistant III for Michael Baker’s Chicago Office. This position reports directly to the Office Executive and handles a multitude of the daily office administrative responsibilities. The Administrative Assistant III handles daily coordination of the front reception desk, a wide variety of support services for all technical staff in the office, incoming and outgoing communications (phones, faxes, US Mail, FedEx, UPS, etc.), purchasing, supplier ordering and invoice tracking, fleet management, coordinates issues with building landlord, and coordinates with Michael Baker’s Corporate office to organize meetings and staff travels.

Essential Duties & Responsibilities
• Analyzes and organizes office operations and procedures such as information management, filing systems, requisition of supplies, and other clerical services
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Maximizes office productivity through proficient use of appropriate office equipment, hardware and software applications
• Researches and develops resources that create timely and efficient workflow
• Establishes uniform correspondence procedures and style practices
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records
• Monitors office budget, and initiates cost reduction programs
• Coordinate, arrange and track the booking of internal and external events
• Reviews clerical and personnel records to ensure completeness, accuracy and timeliness
• Prepares activities reports for guidance of management
• Develops policies and procedures in accordance with regulatory/corporate guidelines
• Provides technical and procedural guidance to less experienced personnel
• Directs on-boarding of new personnel
• General office duties – typing, filing, copies, etc.
• Prepares and tracks expense reports
• Arranges and coordinates travel schedules and reservations
• Other miscellaneous duties as assigned
• May perform basic accounting duties, such as light receivables/payables and/or invoice approval preparation.

Professional Requirements
• High School Diploma; Associates Degree or equivalent postsecondary education is preferred
• 5-7 years of related experience
• Ability to multi-task is a must
• Coordinates Office Executive’s schedule and makes appointments
• Proficiency with Microsoft Excel, Word, Outlook and Teams; experience with PowerPoint is preferred
• Experience with online accounting platform is preferred
• Possess strong interpersonal skills; math skills; organizational skills; detail-oriented; ability to work independently with minimal supervision
• Exhibit a pleasant demeanor when interacting with clients and staff
• Ability to read, write and converse in English
• Demonstrate proper telephone etiquette
• Notary Public preferred
• Possess a valid driver’s license

Compensation

The approximate compensation range for this position is $58,+00 to $65,000. This compensation range is a good faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location.

About Us

Michael Baker International, a leading provider of engineering and consulting services, including design, planning, architectural, environmental, construction and program management, has been solving some of the world’s most complex infrastructure challenges for more than 80 years with a legacy of expertise, experience, innovation and integrity.

Based in Pittsburgh and with nearly 100 offices nationwide, we partner with clients on everything from roads, bridges, tunnels, mass transit, and airports, to water treatment plants, arctic oil pipelines, environmental restoration and specialized overseas construction. We serve as a trusted adviser to the communities we serve, making them safer, more accessible, more sustainable and more prosperous.

We provide visionary leadership in facilitating transformational change for our clients. Our work delivers differentiating innovations and dedicated experts who challenge the status quo and share a world of diverse experience and an impassioned entrepreneurial spirit. We deliver quality of life.

We Make a Difference.

Michael Baker International is proud to be an Affirmative Action/Equal Opportunity Employer. Michael Baker International provides equal employment opportunity for all persons, in all facets of employment. Michael Baker International maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks. We encourage all qualified applicants to apply for any open position for which they feel they are qualified and all will receive consideration for employment without regard to race, color, religion, age, gender, ****** orientation, gender identity, national origin, citizenship status, marital status, genetic information, disability, protected veteran status or any other legally protected status.

EEO is the Law. Applicants to and employees of Michael Baker International are protected under Federal law from discrimination.