Administrative Assistant

At Mott MacDonald, we trust our brilliant people to do brilliant things in engineering, management, and development services, supporting multisector project work in over 150 countries. As one of the largest employee-owned companies in the world, we pride ourselves on our ability to deliver exceptional outcomes through our network of 20,000+ talented consultants. With sustainability and innovation at the heart of all our sectors in North America, including, Buildings, Energy, Transportation, and Water.

We believe in empowering our people to excel, learn, and grow, offering diverse opportunities to contribute to career-defining work. Join us and be part of a collaborative environment where your ambitions are united with ours, and you can truly shape your story.

Our Support Services teams are the backbone of Mott MacDonald’s operations. We are seeking an Administrative Assistant for our New York City office. The Administrative Assistant will take a proactive leadership role in many of the overall front-of-house office responsibilities and provide business management support when requested by the Mott MacDonald New York City office.

As the Administrative Assistant, you will be the first point of contact. You are to meet and greet guests, provide safety information, escort guests to their destination, and assist with seat assignments when needed. As administrative assistant, you will be the prime point of contact for all office administrative duties and contact with building management. You will coordinate and actively engage in the daily office operations to ensure the smooth running of the office. Depending on the size of the event, you may take a leadership role or an active participant role in the planning, execution, and organization of events. Additionally, you will be responsible for administering our management procedures to assure compliance with our quality, environmental, information security, and health and safety accreditation. This is an in-office position. 

Responsibilities will include the following:

• Front Desk & Client Experience - Serve as the primary point of contact for office visitors, ensuring a warm and professional atmosphere; manage inbound calls and mail, and coordinate courier services.
• Office Operations & Supplies - Maintain inventory and ordering of office supplies, equipment, and pantry items; coordinate IT support and equipment troubleshooting.
• Facilities & Security - Oversee office access, staff badging, and security protocols; conduct safety audits and monthly inspections; manage emergency procedures and incident reporting.
• Meeting & Event Coordination - Organize staff meetings, schedule conference rooms, arrange catering, and provide support for internal and external team-building events and corporate functions.
• Vendor & Procurement Support - Solicit proposals and onboard new vendors; monitor vendor services and pricing for office-related needs.
• Policy Compliance & Safety Oversight - Ensure adherence to health, safety, environmental, and information security policies; complete risk assessments, track hazards, and support mitigation efforts.
• Onboarding Support - Assist in onboarding for new hires, including safety orientations and workplace setup.
• Project & Administrative Support - Assist project teams with client-facing work, including report formatting and document review; process timesheets and expense reports.
• SharePoint & Staff Roster Management - Maintain digital infrastructure and internal documentation including SharePoint sites and employee directories.
• General Office Support - Provide backup and ad hoc assistance to the Office Manager and other teams as needed.

We welcome applications from candidates with:

• Strong interpersonal and communication skills, both verbal and written.
• Experience in event planning and coordination.
• Advanced computer and Windows skills, including Microsoft 365, Adobe, Bluebeam.
• Ability to work extended hours and weekends, as requested when advance noticed may not be provided.  

Our teams are comprised of bright and enthusiastic people who wish to make a difference to the world that we live in. If you share that vision and don’t have all the experien