Gannett Fleming, Inc. Administrative Assistant in Fairfax, Virginia
Throughout our 100-year history, Gannett Fleming has been an innovator and leader on a global level, providing world-class services in engineering, consulting, design, program, and construction management. With more than 60 offices worldwide, we are consistently ranked among the nation’s most prestigious engineering firms.
Our people are our secret to Excellence Delivered As Promised! We have fostered a culture of promoting progressive thinking to tackle complex engineering challenges – transforming creative ideas into reality! We are committed to supporting your career goals by providing professional development and training and the opportunity to work with respected industry thought leaders, while at the same time encouraging a healthy work-life balance. Our benefits and perks are competitive because we want to see a smile on your face as we change the world together.
Since 1915, Gannett Fleming has played a major role in some of the most multifaceted and iconic engineering accomplishments in the world. Join us on our journey as we continue to provide thought-provoking, customized solutions to our clients, improving and sustaining communities for the next 100 years!
The Fairfax, VA office of Gannett Fleming is seeking a high-energy, detail-oriented Administrative Assistant. The successful candidate will thrive working with many individuals in and outside the Fairfax office, will take a proactive approach to the operations and environment of the office, and will bring a commitment to positivity, quality, and accuracy to this position. Join our Journey!
He/she will serve as the front desk receptionist, greeting guests, and assisting in day-to-day administrative support, including meeting scheduling, document management, mail distribution, answering telephones, developing and maintaining databases and spreadsheets, package shipment, and assisting in maintaining an accurate filing system of hard-copy and electronic documents.
Makes travel arrangements, coordinates related logistics and prepares follow-up communications
Applies understanding of Gannett Fleming operations to support management effectiveness and responsiveness
Processes incoming communications (e.g., e-mails, letters, voice messages, etc.), follows-up on outstanding responses as directed; prepares outgoing communications as necessary
Handles requisition of office supplies, tracks expenditures, and develops systems to improve office efficiency
Assists with internal and external event coordination, including ordering lunches, researching and reserving venues or meeting spaces, documenting events for company newsletters, etc.
Assists with onboarding procedures for new hires and exit procedures for departing staff
Responds to routine inquiries from employees and external entities; routes complex inquiries and supporting documentation/information to appropriate staff
Will eventually assist office Project Managers with project initiation, monitoring, invoicing, document control, revision and closeout
Bachelor’s Degree in a related field is strongly preferred. At a minimum, Associates Degree in related field if accompanied with additional administrative assistance experience
Minimum 5 years’ experience in an administrative support role supporting senior level staff
MS Office Suite including Word, Excel, and PowerPoint proficiency with particular emphasis on document formatting and replication
Strong written and verbal communication skills are required.
Time management skills for deadline-driven functions and ability to handle multiple tasks at one time are required.
Ability to reason and take initiative is required
Ability to professionally and confidentially interface with all levels of personnel and management is required
Accountable for ensuring accuracy and completeness of all assignments and documents
Demonstrates initiative, proficiency, and good judgement to optimize the time of those supported
Able to anticipate the needs of those whom he/she supports
Maintains a strong commitment to quality and excellence in customer service
Demonstrates good decision-making as well as attention to detail and consistent follow-through
Able to adapt to a rapidly changing environment
Comfortable accepting direction and assignments from multiple people and can prioritize accordingly
Gannett Fleming is an Equal Opportunity Affirmative Action Employer, including veterans and disability status.
NO AGENCIES PLEASE: Unsolicited resumes from third party agencies will not be accepted.
Gannett Fleming Inc. will not sponsor an employment visa (e.g., H-1B visa), including any visa renewal during employment, for any candidate for this position.
No relocation assistance will be provided for this position. Local residents will be given preference.
Requisition #: 2017-4510
External Company Name: Gannett Fleming, Inc.
External Company URL: www.gannettfleming.com