ADMINISTRATIVE ASSISTANT - ROCHESTER, NY
WESTWOOD PROFESSIONAL SERVICES, INC.
WESTWOOD PROFESSIONAL SERVICES, INC. is seeking an Administrative Assistant to join our team in our Rochester, NY office. The Administrative Assistant will be responsible for providing oversight to the day to day administrative operations of the local office. Schedule will vary and can be up to 20 hours/week with the potential to build into 40 hours a week as responsibilities and needs increase. Assure that the office is functioning in a healthy, productive manner. Westwood has a highly experienced and dynamic team of individuals dedicated to providing high-level professional services to our clients.
DUTIES AND RESPONSIBILITIES:
• Solicit, select, and manage office vendors and suppliers. • Prepare, monitor, and manage variable expense budgets for the office (ex: office supplies, employee relations) • Coordinate dispersing information and updates to local staff at monthly town hall meetings • Coordinate candidate interview visits on behalf of PMs and HR. • Preparation for new hires, onboarding, and potential off-boarding assistance. • Oversee the accommodations for office visitors (employees, clients, vendors, etc.). • Work with local leadership to help coordinate internal meetings and meetings with clients. • Engage Corporate Service leadership for support in meeting office objectives. • Facilitate IT services for the office (liaison to the IT infrastructure team). • Responsible for event coordination within the office. • Ensure the office is represented within Westwood's Safety and Health & Wellness groups • Manage office Giving Back budget and activities. • Monitor office space and seating status. • Other duties as assigned by National Office Manager, the Principal in Charge, or local staff.
Required Skills Required Experience
• Two-year degree and 2-5+ years of experience preferred. • Effective written and verbal communications is necessary. • Ability to utilize critical thinking and judgment to resolve problems and issues independently. • Ability to multi-task, work under pressure and meet deadlines. • Strong organizational skills with the ability to independently and proactively manage multiple projects/assignments, determine and set job priorities, and work with limited/direct supervision. • Handle confidential and non-routine information. • Adapt to ever changing work environments. • Proficient with Microsoft Office Suite
FOR PREFERRED CONSIDERATION (NOT REQUIRED): • Two-year degree • Phone system experience • Experience with Deltek Vision • Invoicing assistance
ABOUT WESTWOOD PROFESSIONAL SERVICES, INC. (WESTWOOD)
Westwood is a multi-disciplined national surveying and engineering services provider for commercial and residential development, public infrastructure, wind energy, solar energy, energy storage, and electric transmission projects. Westwood was established in 1972 in Minneapolis, Minnesota and has grown to serve clients across the nation from multiple U.S. offices. In 2020, Westwood ranked on the top 150 design firms on Engineering News Record (ENR), #4 on Zweig Group’s Hot Firm’s List, and #9 on Best Firms to Work For, all national industry lists and record-breaking rankings for the firm.
Westwood provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. We believe that diverse backgrounds strengthen our business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
POSITION REQUIREMENTS:
HOW TO APPLY
Complete application submissions will include a letter of intent, curriculum vitae, and contact information for three professional references. The review of applications will begin immediately and continue until a qualified candidate is selected. A pre-employment background check will be required. If the job requires driving for University business, a satisfactory driving record will also be required.
Shenandoah University is committed to enriching its educational experience and culture through the diversity of its faculty, administration, and staff. All candidates are strongly encouraged to include a statement in their cover letters addressing ways in which they may be able to contribute to that commitment.
Shenandoah University prohibits discrimination against and harassment of any employee or any applicant for employment because of race, color, national or ethnic origin, age, religion, disability, sex, sexual orientation, gender identity and expression, pregnancy, childbirth or related medical conditions, marital status, veteran status or any other characteristic protected under applicable federal or state law.