Administrative Assistant - AEC Industry Experience Preferred

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are seeking an Administrative Assistant to work in our Newton, MA office (near Boston). This position offers a hybrid schedule to work from both the office and your home. Candidates seeking a part-time opportunity may work 30 or more hours per week and still have full healthcare benefits (free for the employee). As the successful hire, you will support project managers in executing operational and administrative tasks. This includes supporting project execution, pursuit, setup, and closure, and may participate in bid and construction support. 

You will serve as a primary point of administrative contact for internal and external inquiries. Provide administrative support to relieve specific area(s) of coverage (i.e., receptionist), department, managers and/or staff of administrative details. Provide word processing, spreadsheet creation and data entry, filing, meeting schedule and other administrative support to facilitate operations or professional service delivery. 

About Moffatt & Nichol: 

Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in the transportation complexities associated with the movement of freight. For the 2nd year in a row, Moffatt & Nichol is ranked Engineering News-Record #1 for Marine & Port Facilities and among the Top 50 Designers in International Markets. We were also named Southeast Design Firm of the Year 2023.

Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy.

Duties and responsibilities:

• Supports and assists department manager and/or staff or medium business unit in a variety of administrative request. Duties may cover one or more areas of the business unit   
• Provides support for project-based work such as gathering data, typing applications and/or forms. Organizes and collates information for binders, update resumes for Statement of Qualifications (SOQs), prepares plans/package for mailing and/or transmittal, creates job folder, scans, prints and/or copies documents or reports. May assist technical staff with printing and sealing of drawings and/or Request for Proposals (RFPs). Tracks submittals, complete project management reports. Files project emails in electronic filing system. Assists in tracking deadlines to keep projects/tasks on schedule, setting up reminder systems      
• Makes travel arrangements for managers and/or staff. Coordinating hotels, meals and itineraries for client meeting and/or office functions          
• Inputs payable invoices into system, assigning correct general ledger and/or project codes for accuracy. Prepares expense reports and input into system making sure all receipts and appropriate document are included 
• Collaborates with IT and HR with new employee basic office set-up and to administer new employee paperwork and orientations    
• Performs other duties as needed

Other duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  

Qualifications:

• Associate’s degree or higher or equivalent experience
• 3 to 8 years or more as an administrative assistant in an office environment
• AEC industry experience strongly preferred
• All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
• Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire

Physical requirements: 

Sedentary role, however, some filing is required.  This would require the ability to lift files,