Administrative Associate

At Weston Solutions, Inc. you will do meaningful work and make valuable contributions.
Employee-ownership at Weston is a path to professional growth and access to diverse opportunities in a highly connected community that works together across key service areas to make a difference in all the markets we serve. Weston continues to evolve and adapt to our changing world as a premier provider of environmental and infrastructure services for over sixty-five years. In both the public and private sectors our teams help identify, solve, mitigate, and manage critical environmental, energy and infrastructure issues to help clients achieve a more sustainable future.

Weston is seeking an Administrative Associate that would be responsible for supporting a variety of functions around reporting data, onboarding new hires, Expense Reporting, and other critical needs as necessary.

This position will require an office presence; flexible hybrid schedule available once fully integrated into role and regional team.

Location: Lincolnshire, IL

Job Duties:

Serve as the local office administrative associate and be able to complete multiple tasks daily for all employees such as:

• Word-processing of correspondence, memos, forms, and reports utilizing MS Word, Excel, PowerPoint, and Adobe.  May be required to create non-standard reports and presentations per client requests.
• Timesheet compliance, serve as a Time Track Delegate.  Monitor and ensure completion of time sheets weekly. Complete labor transfer and supplemental time sheets for other employees. Conduct quarterly audits.
• Serve as an Expense Report Verifier.  Monitor and ensure compliance with expense reports prior to approvals.
• Arrange travel for a variety of project managers or field staff as necessary, including international travel when needed.
• Coordinate a variety of meetings, both in person and virtually using Microsoft Teams. 
• Local Team, onboarding and integration of new employees, working alongside the national onboarding team.
• Assist in creating critical workflows and presentations for consistency of processes.
• Prepare and distribute a variety of reports as necessary with heavy attention to detail, filtering, and noting trends.
• Weekly tracking of compliance in a variety of required tools.
• Collect information from multiple sources, if necessary, to produce standard reports, and keep and maintain multiple logs and records.
• Maintain records through filing, storage, retrieval, and retention.
• Assist with a variety of regional or national needs as necessary.
• Shipping via FedEx, USPS, and \ or UPS.
• Provide backup support to other administrative staff

Experience/Skills:

• High School Diploma or equivalent with 5+ years of project administrative coordination experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, Microsoft Teams, and SharePoint. Familiarity with Excel pivot tables is a plus.
• Strong ability to communicate effectively, both in person and virtual.
• Ability to juggle multiple priorities/assignments at any given time.
• Ability to work independently and prioritize workload in conjunction with duties that may be assigned by supervisor or appropriate management personnel, as required.  
• Current notary is a plus.

We fully invest in our people: Weston provides a generous, comprehensive benefits package program that offers employees high value options with solid financial protection, meeting the personal needs of its people and their families.

• Medi