Administrative Assistant

Description:

Insignia Environmental is seeking a detail-oriented and proactive Administrative Assistant to support administrative functions and maintain efficient workflow within the organization. This role is crucial for organizational standards, communication, and operational support in a fast-paced, collaborative environmental consulting firm focused on energy projects, including renewables, electricity, and gas.

Key Responsibilities:

• Maintain accurate records, organize electronic filing systems, and manage databases.

• Draft and distribute company-wide email correspondence and announcements.

• Prepare, track, and manage subcontractor files and records.

• Compile documents, prepare templates, and create error-free reports and presentations.

• Assist with proposals, including resume gathering, table creation, data analysis, and supporting materials.

• Manage social media platforms: content creation, scheduling, and follower engagement.

• Maintain and update company website for accuracy and alignment with branding objectives.

• Organize and coordinate company events (anniversaries, holiday parties, happy hours).

• Proofread and edit documents for accuracy and professionalism.

• Monitor and manage safety compliance systems across multiple portals.

• Develop and distribute safety announcements, lead quarterly safety meetings, track compliance metrics.

• Support meeting preparation: draft agendas, document discussions, track follow-ups.

• Coordinate office and field equipment, ensure proper organization, availability, and maintenance.

• Support onboarding and training of new employees.

• General administrative support, including scheduling, data entry, and special projects.

Requirements:

• Bachelor’s degree strongly preferred.

• Minimum 2 years of relevant administrative experience.

• Exceptional written and verbal communication skills.

• Strong organizational skills and ability to prioritize independently.

• Familiarity with social media management tools and website CMS.

• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint.

• Proactive problem-solving and decision-making capabilities.

• Professionalism, dedication to customer service, and composure under pressure.

• Detail-oriented with high accuracy.

• Willingness to work long or fluctuating hours; ability to lift up to 25 pounds.

Benefits & Culture:

• Comprehensive benefits: medical, dental, vision, life, disability, paid time off, leaves of absence, voluntary benefits, employee assistance program, retirement savings plan, and bonuses.

• Casual, flexible work environment with team-building and professional development opportunities.

• Supportive workplace with focus on employee growth and community involvement.