Administrative Assistant

HDR • Full-time • Jacksonville, FL • 3w ago

Administrative Assistant

- (183877)

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we work to weave diversity, equity, and inclusion into our work and foster a sense of belonging throughout the company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story:' https://www.hdrinc.com/our-story'

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

In the role of Administrative Assistant, we'll count on you to:

Provide receptionist duties including greeting visitors and employees, processing all incoming and outgoing mail/UPS/certified mail, ensuring break room is clean and stocked throughout the day, and maintain building parking permits and visitor parking validation.
Assist office leadership with office administration, administrative support, and preparation of operating plans and other special reports
Take responsibility for office administrative operations, including coordinating with office building management for issues and vendors as need, maintaining and purchasing office supplies, assisting with office space planning & moves, and obtaining business licenses and professional occupational licenses
Assist Quality Coordinator with scheduling quality reviews and associated documentation
Type, revise and combine materials such as correspondence, reports, records, forms, meeting minutes, scientific or technical material, numerical data, and tabular information from rough draft, corrected copy or previous versions
Maintain a record of assigned workstations in the office and coordinate with internal I.T. and leadership team when staff relocate to new workstations
Assist with purchase-card transactions and track receipts to give to accounting with backup documentation
Assist with office-wide communications including sending out communication on behalf of office leadership
Assist HR with onboarding new hires and collecting new hire paperwork
Prepare social media posts promoting office activities
Lead the planning and coordination of internal staff events
Support employee engagement committees
Coordinate meetings held in Jacksonville office including assisting with onsite meals, dinner reservations, and other large meeting needs
Keep the area organizational chart up to date and maintain the areawide email distribution lists
Other duties as needed

Preferred Qualifications:

Proficiency with Microsoft PowerPoint and Excel
Proficiency in social media platforms, for example LinkedIn
Associates degree

Required Qualifications

High School diploma or equivalent
Excellent verbal and written communication including grammar, punctuation, proofreading, spelling and telephone skills
Flexibility and ability to prioritize and handle multiple tasks and various managers in a fast-paced environment
Self-motivated, well-organized and detail-oriented
Ability to handle confidential information
Proficiency with MS Office including Word and OutlookAn attitude and commitment to being an active participant of our employee-owned culture is a must

What We Believe
HDR is our company. Together, we build on each other's life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment
As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.

Primary Location:

United States-Florida-Jacksonville

Industry:

Administrative

Schedule:

Full-time

Employee Status:

Regular

BusinessClass:

Marketing and Admin

Job Posting:

Feb 19, 2025