Senior Administrative Assistant

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Job Description

Full Job Description


CDM Smith has an immediate need for a Senior Administrative Assistant to manage the daily needs of the office working a minimum of 40 hours per week, 5 days a week, in our Houston, Texas office.
Responsibilities include: 
Ensuring all activities within the office are running efficiently daily.
 Collaborating with the Office Leader to organize and address matters within the office and organize activities.
 Planning and coordinating meetings, catering, client or third-party appointments, and office events.
 Providing excellent support and service to the technical staff, Office Leader, clientele, vendors, and others.
 Completing extensive document formatting using a defined style guide and template, quality review for formatting errors, verifications, and editing of work produced by professional-level and administrative staff for quality control purposes including verifying formatting details are used correctly, updating, and applying the approved styles, or applying the approved template.
 Preparing meeting minutes, reports, technical memoranda, and other communications, some being confidential, for professional and managerial staff review and action. 
Providing thorough production support (e.g., formatting, printing, binding), and the coordination of production needs, including client-deliverables, while ensuring the highest standards of quality and client service are maintained, both internally and externally.
 Assisting with the organization and maintenance of records, files, and correspondence.
 Coordinating with Human Resources on activities for onboarding new hires and assisting new hires during the onboarding process.
 Working with Accounts Payable and Procurement to process and provide follow-up on vendor invoices, research issues, and resolve problems.
 Assisting in updating and maintaining multiple calendars, schedules, and facility and equipment assignments.
 Preparing and scheduling travel arrangements and other activities as needed by the office staff.
 Assisting in additional administrative duties as required.

Minimum Qualifications

High School diploma or equivalent. 
4 years of related experience. 
Domestic and/or international travel may be required. The frequency of travel is contingent on specific duties, responsibilities, and the essential functions of the position, which may vary depending on workload and project demands. 
Equivalent additional directly related experience will be considered in lieu of a degree.

Preferred Qualifications

Advanced knowledge of Microsoft Office Suite with specific skills using Microsoft Word including formatting, applying styles, problem resolution, and automation, Excel, and Adobe InDesign. 
Intermediate knowledge of Adobe Pro or Bluebeam is strongly preferred.
 Basic knowledge of PowerPoint.
 Client service mentality with the ability to support all levels in the organization.
 Strong organizational and communication skills. 
The ability to handle multiple tasks while maintaining quality control under tight deadlines.
 Previous experience working in the engineering and consulting industry is highly desirable, in mid to large-sized corporate office management.

Amount of Travel Required


Skills and Abilities

Advanced knowledge using Microsoft Office Suite, particularly MS Word experience with formatting documents using a defined template and following a style guide, Excel, Adobe, and Bluebeam.
 Acute attention to detail, an eye for quality, the ability to maintain organization, and the ability to work as a team player with internal and external customers.
 Takes initiative to complete and maintain the workload and uses sound judgment.
 Good communication skills.
 Ability to collaborate as a team player.
 Excellent follow-through, research, problem resolution, and completing tasks on time.
 Excellent time management skills.

EEO Statement

We attract the best people in the industry, supporting their efforts to learn and grow. We strive to create a challenging and progressive work environment. We provide career opportunities that span a variety of disciplines and geographic locations, with projects that our employees plan, design, build and operate as diverse as the needs of our clients. CDM Smith is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, pregnancy and pregnancy-related conditions, sexual orientation, gender identity, national origin, age, marital status, disability, citizenship status, genetics, protected veteran status or any other characteristics protected by applicable law.

Background Check and Drug Testing Information

CDM Smith Inc. and its divisions and subsidiaries (hereafter collectively referred to as “CDM Smith”) reserves the right to require background checks including criminal, employment, education, licensure, etc. as well as credit and motor vehicle when applicable for certain positions. In addition, CDM Smith may conduct drug testing for designated positions. Background checks are conducted after an offer of employment has been made in the United States. The timing of when background checks will be conducted on candidates for positions outside the United States will vary based on country statutory law but in no case, will the background check precede an interview. CDM Smith will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant’s criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate. In addition, during employment individuals may be required by CDM Smith or a CDM Smith client to successfully complete additional background checks, including motor vehicle record as well as drug testing.

Agency Disclaimer

All vendors must have a signed CDM Smith Placement Agreement from the CDM Smith Recruitment Center Manager to receive payment for your placement. Verbal or written commitments from any other member of the CDM Smith staff will not be considered binding terms. All unsolicited resumes sent to CDM Smith and any resume submitted to any employee outside of CDM Smith Recruiting Center Team (RCT) will be considered property of CDM Smith. CDM Smith will not be held liable to pay a placement fee.

Additional Compensation

All bonuses at CDM Smith are discretionary and may or may not apply to this position.

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Visa Sponsorship Available

No – We will not support sponsorship, i.e. H-1B or TN Visas for this position.
If you require alternative methods of application or screening, you must approach the employer directly to request this as H1BVisaJobs is not responsible for the employer’s application process.