Administrative Assistant

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Administrative Assistant supporting office operations and staff at Geosyntec, an engineering and consulting firm. Fast-paced role involving diverse administrative tasks and client interactions.

Posted 4/24/2026full-timePortland • Oregon • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff, or Operations Manager;
Compose material and information and type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters.
Proofread copy for spelling, grammar and layout making appropriate changes.
Responsible for accuracy and clarity of final copy.
Sign correspondence as required;
Create logs and databases;
Perform desktop publishing and develop visual presentations for professional staff;
Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, webinars, interviews and teleconferences, department and/or branch activities;
Organize and prioritize large volumes of information and calls;
Sort and distribute mail.
Draft written responses or reply by phone or e-mail when necessary;
Respond to regularly occurring requests for information;
Field and answer routine and non-routine questions while working in cooperation with other assistants to cover phones;
Assist with coordination for employee functions and events;
Establish, develop, maintain, and update client, project, governmental agency and confidential filing systems, and as required, maintain and update library of professional journals and magazines;
Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of manager, professional staff and other senior management;
Complete Proposal Initiation and Project Initiation forms and open project files;
Conduct research and compile and process statistical reports;
Maintain calendar system regarding work in progress and inform professional staff of due dates;
Coordinate with printers and photographers, as needed;
Proof billing reviews and client invoices for accuracy;
Review dailies, newspapers, newsletters for business leads or other important information, as needed;
Manage day to day operations and workflow;
Organize office procedures e.g. information filing, retrieval systems, supplies inventory and ordering;
Organize the operation of word processing and other equipment;
Maintain inventory for office supplies, office furniture, and field equipment;
Process cost recoveries;
Run routine errands and assist with local business errands as needed;
Assist office staff and manager with assigned administrative tasks; and
Perform other administrative and receptionist functions and assist other administrative staff as needed.

Requirements

What you’ll need

High School or GED diploma with 4 years of experience; or Associate's degree (AA) with 2 years of experience; or a Bachelor’s degree (BA) with no experience; or equivalent combination of education and experience supplemented by course work including business office procedures, typing, secretarial and related subjects.
Experience working in a professional services environment (preferred)
Accurate typing skills of a minimum of 40 to 50 wpm.
Must be organized and have the ability to multi-task.
Availability to work overtime on short notice as required by project demands.
Excellent writing and communication skills.
Valid U.S. driver’s license and a satisfactory driving record for business travel.

Benefits

Comp & perks

Competitive pay and benefits
Well-being programs to support you and your family

ATS Keywords

✓ Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

desktop publishingproofreadingdata entryreport writingstatistical reportingdocument designcalendar managementinformation filingtypingcost recovery processing

Soft Skills

organizationmulti-taskingcommunicationinterpersonal skillsattention to detailtime managementproblem-solvingteam collaborationclient liaisonevent coordination

Certifications

High School diplomaGEDAssociate's degreeBachelor's degreevalid U.S. driver's license