Fishbeck, Inc. is hiring: Administrative Assistant in Grand Rapids

Administrative Assistant

Location

Grand Rapids, MI

Job Summary

Fishbeck is seeking a dynamic and strategic professional to join our team as an Administrative Assistant. The selected candidate will provide high administrative support to our Sales & Marketing Department. This staff member will interact with a diverse group of clients, visitors, and internal professionals. Independent judgment is required to plan, prioritize, and organize workload.

Primary Functions

• Proofreading and copy-editing various documents to ensure they are accurate, professional, and in line with company guidelines for readability and style consistency.
• Providing general proposal support to coordinators, including tasks such as printing, punching, binding, and mailing. Ensuring that all proposal materials are prepared, organized, and presented to reflect our company standards.
• Assisting with conference coordination by managing registration, organizing booth logistics, arranging promotional items and literature, and ensuring all materials are aligned with event goals.
• Creating and updating master marketing documents, including project histories and employee resumes, to ensure that all materials are current, accurately represent our brand, and are readily available for marketing and proposal use.
• Processing and documenting firm donations, maintaining detailed records for tracking and reconciliation.
• Reconciling monthly credit card statements, ensuring accurate documentation of all transactions and adherence to financial guidelines.
• Compiling correspondence such as proposals, agreements, letters, memos, and meeting minutes. Ensuring all documents meet company formatting standards and are accurate, readable, and appropriately prepared for client presentation.
• Coordinating meetings, including events such as lunch & learns, by working closely with staff and Office/Administrative Assistants to ensure all scheduling, setup, teardown, and cleanup requirements are handled efficiently. Providing attendance certificates as needed.
• Maintaining efficient document management and record-keeping practices, with a focus on accuracy and organization within the CRM environment to facilitate easy access and retrieval of information.
• Creating and managing folders in the company's U directory, ensuring they are structured and organized according to project and proposal requirements.
• Managing vendor registrations, ensuring compliance with necessary registrations and keeping relevant information up to date.
• Monitoring and responding to emails received at info@fishbeck.com, ensuring timely communication and response to inquiries.

Minimum Physical Requirements

Mobility to work in an office setting, use standard office equipment, visual acuity to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

Desired Education/Licensure

Associates Degree or experience in related field.

Desired Skills/Experience

• At least three years administrative experience, preferably in an engineering or similar consulting environment, although not required.
• Proficient in Microsoft Outlook, Word, and Excel. Experience in InDesign and PowerPoint are desired.
• Highly organized, dependable, and detail oriented.
• Significant interest in quality and care; accuracy and attention to detail are essential.
• Adaptable to our continuous advancement of technology and processes.
• Communicate effectively and professionally.
• Multi-tasking is key, as demands can change frequently. Thrive in a fast-paced environment and be self-motivated.
• Good proofing and editing skills, to assist staff in well-written and clear work product.

What we offer

Our staff members enjoy a comprehensive compensation package that includes:

• Medical, dental, and vision insurance.
• Wellness reimbursement, incentives, and activities.
• Reimbursement and support for tuition, continuing education, and professional/personal development.
• Vacation, sick, and volunteer time, PTO, parental leave, and paid holidays.
• Opportunities for hybrid and flexible schedules.
• 401(k) matching, profit-sharing, and stock options (we are 100% employee-owned!).
• And more!

About Fishbeck
Fishbeck is one of the premier professional consulting firms in the nation, with 15 regional offices and more than 650 employees. Engineering, environmental sciences, architecture, and construction management are the cornerstones of Fishbeck's services and integrated project approach. We are a hands-on and design-orientated practice with the technical capabilities and understanding to take the largest projects from internal concept to completion. Our team of experts takes pride in our commitment to reliability in design, connection to our clients, and creativity at our core.

We are an equal-opportunity employer that is committed to diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, or veteran status.