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Administrative Assistant III

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Michael Baker International

3mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Chicago

AI generated summary

  • You need a high school diploma (associate preferred), 5-7 years of experience, strong skills in MS Office, and excellent multitasking, organization, and interpersonal abilities. Notary and driver’s license preferred.
  • You will organize office operations, coordinate meetings and events, manage budgets, prepare reports, provide guidance to staff, handle travel arrangements, and perform general clerical duties.

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

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.

FAQs

What are the primary responsibilities of the Administrative Assistant III at Michael Baker International?

The Administrative Assistant III is responsible for managing daily office administrative tasks such as handling the front reception desk, coordinating support services for technical staff, managing communications, purchasing and invoice tracking, fleet management, and organizing meetings and travel for staff.

What qualifications are required for this position?

A high school diploma is required, with an Associates Degree or equivalent postsecondary education preferred. Additionally, 5-7 years of related experience is necessary, along with strong organizational and interpersonal skills.

Is experience with Microsoft Office required for this job?

Yes, proficiency in Microsoft Excel, Word, Outlook, and Teams is required, and experience with PowerPoint is preferred.

Will I be required to coordinate meetings and prepare agendas?

Yes, one of the essential duties includes coordinating and arranging meetings, preparing agendas, and recording and transcribing minutes.

How is the compensation structured for this position?

The approximate compensation range for this position is $58,900 to $65,000, depending on factors such as education, qualifications, experience, skillset, and physical work location.

Are there opportunities for professional development or progression within the company?

Yes, Michael Baker International values employee growth and provides opportunities for professional development, including the chance to develop policies and procedures and provide guidance to less experienced personnel.

Is a valid driver’s license necessary for this role?

Yes, possessing a valid driver’s license is a requirement for the Administrative Assistant III position.

Does the company perform background checks and substance abuse testing?

Yes, Michael Baker International maintains a drug-free workplace and conducts pre-employment substance abuse testing and background checks.

What is the work environment like at Michael Baker International?

The work environment is dynamic and collaborative, focusing on efficiency and productivity while supporting a variety of engineering and consulting services.

Is there a preference for any certifications or additional qualifications?

Being a Notary Public is preferred but not mandatory for this position.

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Michael Baker International

We Make a Difference

Engineering & Construction
Industry
1001-5000
Employees
1940
Founded Year

Mission & Purpose

Michael Baker International is a leading provider of engineering and consulting services, including design, planning, architectural, environmental, construction and program management. The company provides its comprehensive range of services and solutions to support U.S. federal, state, and municipal governments, foreign allied governments, and a wide range of commercial clients. Michael Baker’s more than 3,000 employees across nearly 100 locations are committed to a culture of innovation, collaboration and technological advancement to help solve challenges for clients and communities throughout the country.