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UES · 6 hours ago

Administrative Assistant II

Pensacola, FL

Full-time

Onsite

Mid Level

3+ years exp

UES is a national leader in geotechnical engineering, environmental consulting, and materials testing and inspection. They are seeking a highly organized and proactive Administrative Assistant II to provide advanced administrative and operational support, manage correspondence, schedule meetings, and enhance operational efficiency within the department.

Civil EngineeringConstructionConsultingEnvironmental ConsultingProfessional Services

Responsibilities

Manage and coordinate complex schedules, including scheduling meetings, appointments, and travel arrangements for multiple stakeholders

Handle, prioritize, and respond to incoming and outgoing correspondence, including emails, letters, and packages, ensuring timely follow-up

Prepare and distribute meeting materials, including agendas, minutes, and action items, while ensuring efficient meeting coordination

Monitor and maintain office supplies inventory, placing orders and managing office equipment maintenance to ensure smooth daily operations

Organize, update, and maintain records, databases, and departmental documentation, ensuring accuracy and compliance with company policies

Assist in the preparation of reports, presentations, and data analysis, providing insights to support business operations and decision-making

Coordinate meetings, events, and travel logistics, including material preparation, vendor coordination, and on-site setup

Provide administrative support for high-level projects, as assigned

Act as a point of contact for internal and external stakeholders, including greeting visitors, directing phone calls, and addressing inquiries professionally

Facilitate communication and collaboration between departments, external vendors, and business partners to enhance workflow efficiency

Willingness to travel up to 10% of the time primarily for occasional offsite meetings, training sessions, or company events

Flexibility may be needed for occasional overtime, business events, or urgent administrative requests based on organizational needs

Other duties as assigned

Qualification

Microsoft Office SuiteOrganizational skillsCommunication skillsProblem-solving skillsTime managementConfidential information managementInterpersonal skillsAttention to detailIndependent workCollaboration

Required

High School Diploma or equivalent required

3+ years of administrative experience in a professional office environment, or an equivalent combination of education and experience

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management tools and systems

Exceptional organizational, time management, and problem-solving skills, with the ability to prioritize tasks effectively

Strong attention to detail and the ability to handle sensitive and confidential information with discretion

Excellent verbal and written communication skills, with the ability to interact professionally with team members, leadership, and external stakeholders

Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment

Proactive approach to anticipating needs, resolving issues, and adapting to changing priorities with minimal supervision

Experience managing confidential and sensitive information while maintaining a high level of professionalism

Strong interpersonal skills, with the ability to foster and maintain positive relationships across all levels of the organization