Administrative Assistant

Company Description

W.F. Baird & Associates Coastal Engineers Ltd. (Baird) provides professional engineering and technical services related to the design of coastal structures and facilities that interact with the world’s oceans, lakes, and rivers. Baird is recognized for the successful completion of innovative and practical projects throughout North and South America, the Caribbean, Africa, and Southeast Asia.

We provide a stimulating work environment, with opportunities for domestic and international travel, professional development, and ownership potential within the company. Baird is a 120-person engineering firm specializing in coastal, marine, and riverine engineering with offices in the U.S., Canada, Barbados, Chile, Jamaica, Australia & U.K.  We are one of the only firms in the world dedicated exclusively to marine and coastal projects, and we encourage you to visit our website (www.baird.com) to gain additional insight into our company, capabilities, and experience.

This role will require work to be conducted on-site 5 days a week (Mon-Fridays).

Job Description

We are seeking a self-motivated, detail oriented, and collaborative Administrative Assistant ideally with previous experience in the architectural, engineering, or construction industry. This position will be working directly with worldwide administration team, technical experts, project managers, sub-consultants, and clients from our USA office locations including: Houston, Baton Rouge, New York, Boca Raton, Kalamazoo, Seattle, and Madison .

This position reports directly to the Head of Operations and we are open to hiring for this role in our Madison, New York or Houston office.

Job Responsibilities

• Office management support and coordination (building access, alarms, answering phone, voicemail, parking passes, property management communication, maintenance of paper files, paper shredding, ordering supplies, travel arrangements, courier services, mail, etc.)
• Local administrative support (including providing support other office locations as needed)
• Proposal & Project support (coordination, document proofreading/formatting, filing, quality management system data input, and support). 
• Database update support (e.g., updating our Vantagepoint tool with project resource forecasts)
• Industry Conference Support (sign-up, registration, booth, business cards & marketing materials)
• Support Accounting administrative activities (expense support, timesheet support, report creation)
• Optional: Marketing specialty
  • Coordination, creation and scheduling of LinkedIn content (Canva, Hootsuite)
  • Website creation/updating capabilities and assets (WordPress)
  • Support with Marketing activities (internal/external content including presentations, capability statements, flatsheets, and branding materials)
  • Graphics development for websites, presentations, proposals, and marketing materials
• Flexibility to work with others in Eastern through Pacific Time Zones as needed.
• Occasional travel may be required from time to time
• Other duties as assigned.

Qualifications

• 3+ years of administrative experience, or equivalent
• Advanced skills in Microsoft Office Suite software (Outlook, Word, PowerPoint, Excel, Teams, SharePoint).
• Professional attitude, demonstratives initiative, values accuracy, and interacts well with others.
• Demonstrated experience in preparation of detailed reports.
• Excellent written communication skills (English).
• The ability to thrive in a dynamic work environment, meet challenging deadlines and client needs.

Preferred Qualifications:

• Associates Degree in General Office Administration or equivalent or higher education
• Interest in marketing and internal/external communications an asset (including tools such as: Canva, Hootsuite, Wordpress)

Additional Information

All your information will be kept confidential according to EEO guidelines.

Baird is employee-owned.  We offer competitive compensation and benefits. 

W.F. Baird & Associates is committed to providing an inclusive work environment for all and is proud to be an EOE/M/F/D/V.

We thank all candidates for their interest. Baird is a diverse and inclusive workplace that is welcoming to all backgrounds and walks of life. We encourage you to apply even if you don't match all of our job requirements!

Disclaimer: The above information in this description has been designed to indicate the general nature and level of work performed by employees with this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employee