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Snyder & Associates Administrative Assistant in Ankeny, Iowa

Snyder & Associates, a respected civil engineering consulting firm headquartered in Ankeny, IA has an immediate opening available for an experienced Administrative Assistant to support the Land Survey Group and our Water Resources Group.

Our firm is very client-focused with every project we take on. The Administrative Assistant will be an integral member of the team and supports our Survey group in a full range of administrative duties aimed at delivering successful projects and serving our clients.

Typical assignments will include but not be limited to: creating presentation-grade project proposals, correspondence associated with projects, teaming with managers and leaders in the administrative aspects of projects through all phases. Tasks will involve regular use of Word, Excel and Powerpoint. Additional duties include:

  • Assists in the preparation of proposals and marketing materials and the planning for marketing efforts.

  • Assists technical staff in the preparation of letters/memos and spreadsheets, and the maintenance of databases, and the preparation of contracts and invoices.

  • Assists Project Managers in project planning and coordination,

  • Coordinates supply orders, vehicle and maintenance logs and maintaining of general supplies.

  • Assists with the creation of presentation materials in support of marketing efforts and pursuit of projects. This will include development of presentation handouts, PowerPoint and similar sales-related communication pieces.

  • Assists the project managers and teams in the creation and execution of project plans and documents to meet business, technical and legal requirements for assigned project.

  • Sets up, organizes and maintains project files and coordinates document control work.

  • Works with managers and leaders to ensure clear communication of issues and concerns to the project team.

  • Works collaboratively within teams. Attends project meetings and may be responsible for taking notes/minutes and maintaining action item lists.

  • Sets up and organizes on-site and off-site client and/or project meetings, including room set-up, printed handouts, photocopies, exhibits, refreshments, snacks, meals, etc.

  • Works independently with limited supervision.

  • Responsible for managing all project documentation such as: designs, drawings, vendor submittals, manuals, correspondence, contracts and invoices to accepted standards.

  • Prepares communication materials and documents that are aesthetically pleasing and useable.

  • Helps manage the tracking of projects, including providing help with project updates and document archiving.

  • Helps to ensure deliverables, including reports conform to policy and quality standards.

  • Will work on various special projects as assigned under general direction of management.

  • As needed, work directly with marketing staff to setup and coordinate shows and conferences.

  • Collaborate with marketing staff in proposals. Tasks to be dictated by marketing department. Be proactive in pursuit of this work and shall get into a routine communication with marketing staff to determine weekly/monthly needs.

To perform the job successfully, an individual should demonstrate the following competencies:

  • Problem Solving Skills – Sensitive to budget and deadline constraints, often with competing and changing priorities.

  • Customer Service – Must demonstrate clear commitment to delivering excellent customer service exemplified by the finished work product, be it a support service or tangible end product.

  • Multi-Tasking – This role will require the ability to manage multiple and sometimes competing priority assignments and will demand the correlating skills to effectively shepherd the assignments through to completion.

  • Computer Skills – Must possess solid abilities in the Microsoft Office Suite of tools including Word, Excel, PowerPoint and Access. Must be able to learn aspects of Vision software that are essential to the job.

  • Interpersonal Skills – Due to the diverse roles and personalities within the organization, the incumbent must work effectively with individuals at all levels within the organization.

  • Communication Skills – Strong verbal and written communication skills are key to success in this role. Must convey thoughts, ideas and concepts clearly and persuasively in positive or negative situations; Must be comfortable communicating with a variety of audiences within the firm and potentially clients and vendors.

  • Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

  • Technology - Must possess strong skills in Word, Excel, Powerpoint and Oulook.

Additional Requirements

In addition to the above noted job-specific requirements, the following qualities are expected of all employees at Snyder & Associates:

  • Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values;

  • Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

  • Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.

  • Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Experience

A minimum of 5 years experience in a similar capacity required. Due to the unique nature of consulting engineering and planning services, prior experience in our industry is highly desirable. General knowledge of land surveying, construction, abstracting, and/or real estate will be strongly considered.

Education

High school graduate plus relevant work experience is required. Post-high school education or two-year degree with an emphasis on administrative or paralegal studies is a plus.

Snyder & Associates offers competitive compensation and a stellar benefits package that includes medical, vision, dental, life and disability coverage and 401(k) match.

AA / EOE / E-Verify

ID: 2021-1352

External Company Name: Snyder & Associates

External Company URL: www.snyder-associates.com

Street: 2727 SW Snyder Boulevard

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