ABOUT THE POSITION
VHB is seeking an Administrative Assistant to support a wide variety of administrative projects for our Boston office.
Responsibilities
- Available to work in office Mondays-Fridays 8am to 5pm with the possibility of overtime and occasional after-hours assistance for events.
- Ensures all common areas are tidy, clean and presentable.
- Ensure all areas of the office run in an efficient and professional manner.
- Ensure all office supplies and inventory is ordered and fully stocked.
- As first point of contact, managed building security access.
- As first point of contact, greets guests in a professional, friendly, hospitable fashion.
- Clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence and presentations
- Files, ship packages and sort/deliver daily mail.
- Organizes need for meetings, ordering lunches, mailings, copying, filing and scanning.
- Lead overall office organization and work closely with office manager and VHB facilities team to identify areas of improvement/maintenance needs.
- Ensure daily collection and distribution of mail
- Assist with specific health and safety team needs
- Assist with office initiatives as needed
- Assists with organizing/setting up conference rooms for meetings including technical aspects of audio and video connections for presentations and virtual meetings.
- Able to lift 20lbs.
Skills and Attributes
- Ability to anticipate the needs of the office and act accordingly.
- Strong organizational skills.
- Provided the downtown Boston office location, and consistent with VHB dress code policies, dress code for the office requires professional attire at the level of “business casual” or higher.
- Excellent time management skills and the flexibility to multi-task and prioritize in a fast-paced environment where deadlines are essential.
- Ability to maintain positive composure, use good judgment, problem-solving and decision-making skills.
- Strong, positive customer service orientation and solid interpersonal communication.
- Articulate phone demeaner with exceptional customer service orientation and interpersonal skills.
- Excellent verbal and written communication skills, including appropriate grammar & punctuation.
- Demonstrates strong focus and attention to understand, respond to, and retain information, fostering effective communication and collaboration with colleagues and clients.
- Ability to organize and provide clerical functions such as typing, filing, etc.
- Ability to assist with preparation of contract documents and invoices.
- Excellent attention to detail, self-motivation and the ability to think proactively and independently, without direction, is essential to this role.
- Keen sense of Situational Awareness in a team environment with a professional, positive attitude.
- Self-motivated to work independently as well as to accept direction on assignments
- Ability to think proactively with willingness to go the extra mile.
- Proficient in Microsoft Suite (Word, Excel, Outlook, Teams, Access, PowerPoint, Project, Visio)
Qualifications
- 2-5 years of office administration experience
- High school diploma or GED
- Associate’s degree or some advanced administrative coursework preferred
- Experience working with multi-disciplinary engineering firm a plus
Our best estimate of the hourly range for this position located in Boston, MA is $21-$26/hour. This offer is determined based on several job-related factors including internal comparators, skills, education, training, credentials, experience, scope and complexity of role responsibilities and geographic location. In addition, VHB offers a holistic benefits package which can be found here.
We are VHB! We’re an inspired and innovative team of engineers, scientists, planners, and designers who partner with clients in the transportation, real estate, institutional, and energy industries, as well as federal, state, and local governments. Our work helps improve mobility, enhance communities, and contribute to economic vitality. We do this while balancing development and infrastructure needs with stewardship of our environment.
Our people make us great! VHB provides a differentiating employee experience, which includes:
- Diverse and inclusive culture of collaboration and innovation
- Opportunity to work on complex, transformational projects
- Community and social responsibility as sustainable stewards
- Focus on learning, development, and career growth
- Best-in-class benefits, including flexible, hybrid workplace
We are consistently rated one of the top AEC firms to work for across our 30+ offices on the East Coast. We’re growing, and we hope you’ll join us!
VHB is a proud Equal Opportunity Employer. Since our founding, we have intentionally fostered a culture of inclusion and belonging, supported by deep-rooted core values, one of which is diversity.
#LI-JD1
#LI-Onsite
