Administrative Associate

Wiss, Janney, Elstner Associates, Inc. (WJE) is a nationally recognized engineering and architecture firm that attracts and develops industry leaders at all organizational levels. Our Portland, Oregon office is currently seeking a full-time Administrative Associate to provide project and office support for our engineers and architects and to become part of our team.

Administrative staff at WJE are encouraged to take on responsibility and seek challenges in the position. A successful person in this role will demonstrate strong organizational skills with exceptional attention to detail and a strong ability to adapt to changing priorities and project demands from multiple staff members. While many of the duties of this role will be clerical in nature, some of the demands include high-level administrative projects, requiring initiative, independent thinking, and the ability to synthesize complex concepts clearly and accurately. Advanced writing, proofreading, and marketing skills will serve the candidate well.

WJE is a global firm of engineers, architects, and materials scientists committed to helping solve, repair, and avoid problems in the built world. Since 1956, our applied experience from more than 175,000 projects and our state-of-the-art laboratory and testing facilities have made WJE a leader in providing innovative yet practical solutions to the clients we serve.

Responsibilities

• Perform general office functions, such as processing correspondence, mail, and FedEx packages; managing office supplies and equipment; scanning, copying, printing, and filing documents, etc.


• Compile qualifications submittals in response to Requests for Proposals (RFPs) and Requests for Qualifications (RFQs) and maintain information on pre-qualification documentation


• Prepare marketing materials (e.g. project profiles, personnel resumes) for use in developing new business


• Draft, edit, proofread, and assemble outgoing correspondence, documents, and reports utilizing WJE templates in Microsoft Word


• Provide administrative support to technical staff utilizing Microsoft Office, PDF editors, and other software


• Assist project staff in the development of technical reports and presentations and independently manage office-related projects


• Coordinate internal and external meetings, webinars, lunch presentations, conference calls, and office outings/activities

Requirements

• Bachelor’s degree in English, Communications, Marketing, Business, History, or similar field of study preferred


• Three or more years of prior administrative work experience required


• Excellent writing skills with an emphasis on editing and proofreading


• Ability to multi-task and adapt to changing priorities and project deadlines


• Proactive problem-solving skills and willingness to take on various responsibilities


• Experience with Microsoft Office, including Word, Excel, Outlook, and PowerPoint


• Experience with Adobe Acrobat, Photoshop, and InDesign or Bluebeam a plus

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. This position requires visual acuity and listening ability along with the ability to read and write. Individuals must have the dexterity to be able to operate office equipment such as computers, printers, copiers, telephones, voicemail systems, and other office equipment. The position requires the ability to remain for extended periods at a workstation, as well as the ability to lift 50 pounds.

Annual starting base salary (gross): $50,000 - $75,000. Actual salaries will vary and will be based on several factors including consideration for a candidate’s qualifications, skills, competencies, and proficiency for the role. Base salary is one component of our total compensation package for employees. WJE offers an industry-leading total rewards package that enables our employees to grow and thrive with comprehensive health and financial benefits including robust and affordable health plans, generous 401(k) matching and bonus programs, time off to care for yourself and others, and investments in employees’ professional development, to name a few. More information on WJE’s total rewards package can be found here.

WJE is an Equal Opportunity Employer. We invite all qualified applicants to apply including individuals with disabilities, minorities, women, and protected veterans. (VEVRAA federal contractor)

WJE will consider qualified applicants with criminal histories in a manner consistent with the requirements of Fair Chance Ordinances.

More information can be found at https://www.wje.com/careers