Senior Administrative Associate

This is a fully remote position, open to applicants in United States.

📋 Description

• Deliver comprehensive administrative and clerical support, encompassing word processing, proofreading, data entry into spreadsheets, and reporting.

• Revise specification files and develop as well as maintain internal resumes.

• Organize staff delivery and oversee onboarding training schedules.

• Design, prepare, monitor, and present company-wide meetings, including monthly, quarterly, and ad hoc sessions.

• Update and meticulously proofread policies and procedures to ensure 100% accuracy.

• Conduct research and procure employee and client gifts, as well as assist with swag logistics.

• Oversee files, templates, and standardization processes.

• Monitor document requests to guarantee timely fulfillment and accurate recordkeeping.

• Assist with special projects, which may include basic small project management and coordination.

• Manage the general email inbox and phone messages, addressing inquiries and directing them appropriately.

• Arrange travel plans and register staff for industry events, including coordination, reservations, and tracking.

• Handle email correspondence and manage schedules.

• Create presentations for company meetings and coordinate content among contributors.

• Oversee expense management.

• Complete assigned tasks and deliverables punctually and within budget.

• Execute other related responsibilities as needed.

⛳️ Requirements

• At least five years of experience in a professional office or consulting services setting.

• Familiarity with administrative and clerical procedures and systems, including word processing, file and record management, form design, and office protocols.

• Experience in booking and organizing travel and events.

• Advanced and evolving knowledge of administrative tasks pertinent to an engineering firm.

• Proficient in MS Office Suite: Excel, Word, Outlook, PowerPoint, Teams, and SharePoint.

• Proficient in using Adobe and/or Bluebeam.

• Ability to utilize artificial intelligence, machine learning, and generative artificial intelligence tools.

• Capacity to complete assignments accurately with a keen attention to detail.

• Typing skills with minimal errors.

• Strong oral and written communication skills for both technical and non-technical information.

• Capability to work effectively as a team member and independently with minimal supervision.

• Ability to maintain confidentiality and manage sensitive information responsibly.

• Proactive communication of status updates to managers and stakeholders.

• Ability to accept feedback, redirection, and constructive criticism positively.

• Willingness to learn and adhere to QC Servion’s communication standards, process framework, and project-tracking tools.

• Proficient in working remotely through effective communication, organization, self-motivation, proactiveness, and resourcefulness.

• Skilled in maintaining organized, complete, and neat documents and project files.

• Ability to analyze and prepare documents, reports, and correspondence efficiently.

• Capability to work under pressure and meet tight deadlines.

• Strong organizational skills to manage multiple tasks while adapting to changing business requirements.

• Availability to cover standard business hours from 8:00 AM to 5:00 PM, across CST, PST, or a combination of both.

• Willingness to travel up to 5%, potentially to any or all 50 US states.

🏝️ Benefits

• Options for comprehensive medical plans, including two PPO-style plans and a HDHP with HSA option.

• Flexible spending accounts (FSA).

• Dental and vision insurance plans.

• Extensive medical, dental, and vision benefits available for spouses/domestic partners and dependent children up to age 26.

• 401k plan with company matching and a self-directed brokerage account option.

• Paid time off (PTO) including additional leave during the last week of the year.

• Company-funded life insurance coverage for employees and eligible dependents.

• Short- and long-term disability and AD&D coverage.

• Opportunities for professional development.

• Tuition reimbursement programs.

• Assistance with professional licensing.

• Paid parental leave after one year of employment.