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[Administration Manager] Administrative Assistant

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E2 Consulting Engineers, Inc. (E2) is a professional services firm established in 1988 specializing in a full spectrum of engineering services including, project engineering and design, federal base operations and infrastructure support services, gas pipeline construction and inspection services, environmental consulting and remediation, and information technology services. At E2, we value safety, innovation and collaboration, and we are dedicated to excellence.

The Administrative Assistant will provide support to several executives and teams within the local Southern California area and remote teams in Emeryville, CA and Denver, CO. The Administrative Assistant will need to travel to Westlake Village, CA and downtown Los Angeles, CA several times per week. The remaining hours can be worked from home or from the downtown Los Angeles office.

Job Duties and Responsibilities

Assist Senior Vice President, Vice President of Construction Services, Vice President of PMO Services, Engineering and Design Team Leads as needed
Attend weekly meetings with executive staff and prepare meeting notes for distribution
Provide assistance with tracking terms of contracts
Prepare spreadsheets tracking employees and project budgets
Assist with operator qualification needs
Employee onboarding and offboarding duties as required, including I-9 verifications
Review employee expense reports, performing company policy research as needed
Oversee personal protective equipment (PPE) and marketing material needs of field inspection team, including ordering materials and maintaining inventory
Schedule initial interviews and conduct research to locate potential job candidates for open positions
Format candidate resumes to present to client
Maintain records, documents, and files for department
Effectively communicate procedure changes to staff and field employees
Liaise with other departments, building management and security
Coordinate IT requests
Receive and send mail and packages
Respond to correspondence and direct correspondence to appropriate locations
Schedule and coordinate meetings and events including meeting spaces, catering, and travel arrangements for attendees
Maintain and order supplies
Candidate will need to have reliable transportation
Collect mail, scan, and distribute to appropriate parties
Other duties as requested
Requirements
Qualifications and Experience

3-5 years of experience in an administrative role, preferably working with multiple executives
Advanced knowledge of Microsoft Office Suite, including Word, Excel and Outlook
Advanced English language skills and ability to proofread text for clarity, accuracy and usage
Experience with multiple calendars and schedules
Experience creating meeting minutes
Keen attention to detail and ability to multi-task
Able to maintain and develop organizational systems
Knowledge of computer systems and other basic office equipment
Preferred remote work experience
Preferred experience with creating and tracking spreadsheets
Preferred experience with contract language
Work Environment

This job operates in a professional office environment and from home and uses standard office equipment such as computers, scanners, copiers and printers.
Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to sit/ stand for up to 8 hours per day
Ability to move freely for up to 8 hours per day
Ability to lift boxes and equipment up to 30 lbs
Travel

The Administrative Assistant will be required to travel to Westlake Village, CA 1 day per week and to the downtown Los Angeles, CA office 1-2x/week. The remaining work hours can be worked from home or from the downtown Los Angeles office.

Please no solicitation of any kind from agencies, staffing, or recruiting firms.

E2 Consulting Engineers, Inc. offers an excellent benefits package including health, dental, vision, and life insurance, 401(k) with employer match, paid time off.

Preferred method of application is through our online job system.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


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