Administrative Assistant

Aguirre & Fields has an immediate opening for an experienced Administrative Assistant in our Austin office. The qualified candidate will have at least 1 year of administrative and/or client-service experience, preferable working in a consulting, engineering, architectural, or construction company. The candidate must have demonstrated proficiency in Word, Excel, PowerPoint and Outlook, excellent written and verbal communication skills, be a self-starter, proactive, and have the ability to plan, prioritize and organize workload. Due to the wide variety of areas our firm serves, candidate must be a strong team player with a cooperative attitude. Additionally, candidate must exemplify strong organizational skills, and have a proven high level of professionalism and confidentiality.

Responsibilities:

  •  Provide professional and efficient administrative support
  • Perform routine but varied clerical duties in accordance with standard procedures
  • Apply knowledge of department policies and procedures, and a general understanding of other departments’ functions
  • Manage and coordinate calendars, travel, and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations
  • Provide support services for meetings including scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and providing meals as necessary
  • Work with, and maintain, confidential and sensitive information
  • Use various software tools including Microsoft Office Word, Excel, PowerPoint, Adobe Acrobat, and others as needed to support work tasks
  •  Maintain records, databases, prepare forms, verify information, and resolve routine problems
  • May interface with clients to provide status reports and information as required
  • Attend project meetings with staff, prepare meeting minutes
  • Schedule conference calls and live meetings for managers
  • Gather, compile, track and report on information relevant to project assignment from multiple sources
  • Prepare memos, letters and other correspondence, reports, presentations, and spreadsheets for management
  • Review drafts and finished documents for grammar, spelling, and punctuation
  • Develop resumes for new staff
  • Operate photocopy machinery and coordinate complete document reproduction
  • Perform and coordinate duties in one or more of the following areas: accounting, purchasing, marketing, office services
  • Order, maintain, and distribute supplies
  • Keep accurate inventory of supplies
  • Business development duties including attendance at networking events during and after regular work hours
  • Manage fleet of vehicles
  • Updating and maintaining of multiple spreadsheets in Excel
  • Assist with researching and recruiting of new staff
  • Ability to take initiative and complete tasks with little supervision
  • Possess an outgoing and positive attitude, is dependable and meets all assigned project deadlines
  • Perform all other position related duties as assigned or requested

 

Minimum Qualifications:

  • High school education or equivalent is required
  • Experience level as detailed above
  • Demonstrated strong overall computer skills
  • Demonstrated proficiency with Word, Excel, PowerPoint and Outlook
  • Proven excellent written and verbal communication skills
  • Ability to pass a standard background check
  • Eligibility to work in the United States without sponsorship

 

Degree Required:

  • High school diploma or GED

 

Other Desired Skills and Experience:

  • Good time management and priority setting skills to meet the varied demands of the position
  • Flexibility and ability to adapt to manage a wide range of work demands from simple to more complicated tasks
  • Maintain absolute confidentiality for all individuals and their work
  • Ability to work overtime, if needed
  • Knowledge of Adobe Creative Suite a plus
  • Ability to travel overnight (less than 10% of the time), if needed

 

Please submit letter of interest and resume to: construction@aguirre-fields.com

 

About Aguirre & Fields, LP:

A statewide leader in engineering services, Aguirre & Fields, LP is known for its specialization in transportation engineering and planning across the state of Texas and Oklahoma. Aguirre & Fields is a privately owned, multi-disciplined engineering firm with a unique balance of public and private sector experience. 

 Our professionals are committed to the highest standard of quality and customer service. Our team takes pride in its staff and is guided by a set of core values. We care strongly about our employees and their families. We work hard at encouraging teamwork and character building. This effort helps promote good relationships in both the workplace and the family, and improves the physical, moral, and mental health of our employees. We believe that if our employees are happy, they produce work of the highest quality. This generates happy clients and repeat business for our firm.

 

Aguirre & Fields, LP is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, age, national origin, veteran status, beliefs, or any other characteristic protected by federal, state, or local law.