Corporate Administrative Specialist

Job Description

Corporate Office Support:

• Assist Department Heads and other corporate staff with day-to-day administrative tasks, including the production of reports, letters, spreadsheets, presentations, mailings, purchasing office supplies, and other tasks as assigned.
• Assist in developing and administering training, best practices, relationship-building initiatives, and quarterly meetings for new and existing administrative staff.
• Support development of a strong administrative network by promoting communication, professional development, and sharing corporate updates and initiatives.
• Assist Office Manager with building care and act as liaison with building vendors.
• Lead coordination of office events, corporate parties, conferences, corporate gifts, new employee recognition programs, purchasing of staff safety equipment, marketing items, logo wear, client gifts, and related administrative resources.
• Support internal communications and updates through various company channels including Inside HEI (intranet).
• Foster a culture of respect and promote positive peer relationships.

Office Manager Support:

• Assist Office Managers with workload management for administrative staff and help redistribute work across offices as needed to support business demands.
• Provide flexible administrative support across offices by filling gaps and leveraging employee strengths and skillsets.
• Facilitate recurring database reporting and project-related reporting, as needed.
• Provide training and guidance for administrative staff, as requested.
• Assist with coordination of leadership meetings, scheduling, logistics, and preparation of supporting materials.

Other Duties:

• Assist with preparation of operational and administrative reports and support leadership with high-level coordination and reporting activities.
• Develop and maintain document quality standards, including formatting, editing, brand consistency, and accessibility best practices.
• Identify and implement process improvements that enhance administrative efficiency, consistency, and resource utilization across the organization.
• Support cross-department collaboration and coordination of administrative initiatives and special projects.

Desired Functions

• Assist and train technical staff and office administrative staff with the production of reports, letters, spreadsheets, and presentations.
• Support a culture of innovation; promoting streamlined office processes and procedures for improved efficiencies.
• Develop knowledge of local, state, and federal document accessibility standards and provide guidance to staff on creating compliant work products.

Qualifications

• Associate degree in a related field.
• 5+ years of related experience.
• Advanced Microsoft Office Suite skills.
• Knowledge of administrative and office procedures and systems such as managing files and records, designing forms, and workplace terminology.
• Strong proofing skills (grammar, punctuation, spelling).
• Able to listen well and solicit information from technical staff.
• Excellent written and oral communication skills.
• Positive attitude, strong team player, responsible, dedicated, and self-motivated.
• Ability to work both independently and collaboratively with others.
• Must have excellent attention to detail and the ability to prioritize competing projects.
• Strong organizational, time management, and resource planning skills.
• Valid driver’s license and in good standing.
• Supervisory experience preferred.
• Frequently lift and/or move up to 20 pounds. May occasionally lift and/or move up to 40 pounds.

Additional Information

As part of our talented staff, you will enjoy competitive pay, annual bonuses, paid health, dental, vision, life insurance, short and long-term disability, paid time off, paid holidays; parental leave, generous 401(k) match, access to HSA & FSAs, flexible schedule, annual HEI logo apparel and more.

Additionally, view our careers page to read about HEI being selected as one of the ENR top 500 design firms and as one of the Prairie Businesses 50 best places to work for several years in a row!

EOE AA M/F/Vet/Disability