Administrative Assistant (Schaumburg, IL)

Company Name:
Parsons is one of the world's largest transportation planning, engineering, and construction firms. We have an extensive portfolio of diverse transportation projects including rail and transit, road and highway, bridge and tunnel, and aviation infrastructure. Parsons expertise encompasses all phases of transportation engineering operations - from the initial planning stage through final design, construction, and commissioning. Parsons has the people and power to move the world.
We are currently seeking an Administrative Assistant to join our team in Schaumburg, IL.
This position will provide administrative support to senior professionals in the areas of, but not limited to, correspondence, accounting and record keeping, reports and presentations. The candidate will oversee and track various office processes and coordinate special projects.
- Assisting in the preparation of correspondence, reports, meetings and presentations to clients and external contacts, including preliminary research and development (drafts, locating source material, etc.)
- Coordinating and attending meetings, as required, as well as providing accurate and complete minutes of all meetings, including follow-up of all action items
- Coordinating administrative/project tasks such as submitting invoices to clients, making travel arrangements, depositing checks, corresponding and coordinating with corporate and regional offices, and proofreading.
- Developing and implementing office processes
- Providing administrative support to senior members of the project team
- Coordinating special projects
- Setting up travel arrangements for office staff
- Solving complex problems in the absence of senior management
Additionally, this candidate will carry out regular office administrative duties including greeting guests, answering phones, opening and sorting mail, sending couriers, ordering office supplies, monitoring general office needs, logging and tracking timesheets, maintaining and distributing employee manuals and maintaining electronic records and project files.
The successful candidate will have a combination of the following education and experience:
- 3+ years of relevant administrative experience in a professional environment
- Strong attention to details and accuracy
- Extensive experience with advance functions of MS Office (Word, Excel, Outlook) and proficiency with graphic software
- Ability to work with changing priorities, meet deadlines, and multi-task effectively
- Experience in handling confidential and highly sensitive information
- Strong written and verbal communication skills and the ability to project a professional company image
- Polite, pleasant and professional demeanor
- Excellent organizational skills particularly for clerical and project filing and companywide administrative tasks

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