Staff Administrative Assistant 2 - Military veterans preferred

Staff Administrative Assistant 2
Oakland, CA, United States | req1799

Are you looking to make the world a better place? At Haley & Aldrich, you’ll tackle clients’ most meaningful challenges in the built and natural environments – and, in turn, build stronger communities. You’ll work with teams of passionate colleagues, driven by a commitment to technical excellence and continuous learning.

As a company, we aim to build a world where communities go beyond resilience, embracing change as an opportunity to enhance safety, well-being, and quality of life. Join us to accelerate this vision and your professional development.

We are looking to add new talent to our growing team! We are currently seeking a Staff Administrative Assistant 2, who will demonstrate strong overall office administration skills, as well as a high level of proficiency in proofreading/copy editing of documents and other support activities. We are a progressive company with many different service areas focused on technical innovation and diversity. As such, we value and support internal growth and development. Join our team of Administrative Professionals as we foster collaborative teamwork and learning in support of various projects and other opportunities! This is a full-time, in office position located in our Oakland, CA office.

DUTIES/RESPONSIBILITIES
In this position, youwill:

• Be a reliable, go-to resource in this collaborative office and have the attitude, willingness, and initiative to pitch in wherever needed in the local office or virtually across the company.
• Proofread and copy edit technical documents, with an emphasis on grammar, sentence structure, punctuation, formatting to our style guidelines, consistency, neatness, and strong attention to detail for overall quality.
• Produce/assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, navigational tools, creating forms, and securing documents.
• Produce/edit Excel spreadsheets, charts, graphs and pivot tables.
• Provide general office management services in a professional manner, including front desk administration tasks, maintain office equipment and supplies, and maintain all common areas including the front lobby, reception, and kitchen/break areas.
• Act as the “face of the company” by greeting/welcoming all visitors in a polite and professional manner, answer main office phone and route calls, and handle all mailing and packages.
• Schedule, coordinate, and support on- or off-site meetings, conferences, office activities, and Teams meetings, as well as handle travel arrangements for staff.
• Coordinate and assist with new hire orientations and training in the local office.
• Participate in and contribute to monthly national Administrative group meetings to keep up to date on all admin-related topics including company news, information, and changes that affect the group, as well as knowledge sharing presentations and discussion where you have the opportunity to share your experience and skills.
• This is a full-time, in office position, Monday through Friday, with typical hours from 8:00 am to 5:00 pm. The position duties may occasionally require overtime.

SKILLS/EXPERIENCE
Minimum Skills andRequirements:

• 5+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred.
• Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro. Other Microsoft application experience (Visio, Project, SharePoint) a plus.
• Must have experience working with large Word documents created from templates, applying styles, and table of contents.
• Excellent editing and proofreading skills for technical document review to ensure documents follow corporate style and meet our quality standards.
• Must be resourceful and possess the drive and ability to work proactively and work well under pressure in order to meet project deadlines.
• Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks.
• Excellent verbal, written, and interpersonal skills.

Preferred Skills:

• Bachelor’s degree preferred or combined education and experience.
• Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred.
• Current Notary Public, or willing/able to become one.

The salary range for this position in Oakland, CA is $65,000 - $85,000 annually. Actual compensation will be based upon a variety of factors such as education, related work experience, certificates, skills, and current market conditions. Haley & Aldrich reviews salary ranges each quarter to assess competitiveness with the market.

About Haley & Aldrich

Haley & Aldrich is committed to solving our clients’ most meaningful challenges in the built and natural environments. Our team of 1,000+ engineers and scientists across the United States draws inspiration from one mission: to work closely with clients as they navigate change to create safer, more robust places to live and work. Since our founding in 1957, organizations across the public and private sectors have relied on us for technical excellence and empathetic leadership that achieve results and secure a thriving tomorrow. Find us at haleyaldrich.com and LinkedIn.

Haley & Aldrich is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to gender, race, age, disability, veteran, or any other legally protected status. We offer excellent career growth, a highly competitive total compensation plan, and a solid benefits package. Interested candidates should apply on our Careers page.

Note to external search firms: Haley & Aldrich does not accept unsolicited resumes and will not be obligated to pay a placement fee for unsolicited resumes. Please do not send resumes to Haley & Aldrich employees. Please work through a Talent Acquisition Manager.

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ACCOMMODATIONS FOR APPLICANTS WITH DISABILITIES AND LIMITED ENGLISH PROFICIENCY Haley & Aldrich, an equal opportunity employer committed to a diverse workforce. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veterans´ Readjustment Act of 1974, Title I of the Americans with Disabilities Act of 1990 and pursuant to Executive Order 13166, applicants with disabilities or limited English proficiency that require accommodation in the job application process may contact 1-617-886-7400 for assistance.



Equal employment opportunity, including veterans and individuals with disabilities.

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