CDM Smith has an immediate need for a Senior Administrative Assistant to support the daily office needs of our Albuquerque, NM location. This is a full-time (5 days/week, min of 40 hrs) position.

The minimum responsibilities of the Senior Administrative Assistant include:

• Formats various types of correspondence and reports for style consistency and accuracy, proofreads for accuracy, including edits for punctuation, grammar, and spelling.
• Prepares, drafts, and edits various types of correspondence such as emails, letters, memoranda, transmittals, meeting minutes, and forms.
• Leads and coordinates printing and production needs, including printing, copying, and binding reports and other documents for internal and external client deliverables.
• Works on complex reports and various types of documents.
• Combine and convert documentation into one electronic file.
• Works closely with the Marketing Team to support proposals and other marketing efforts.
• Supports project teams and management staff’s reporting needs.
• Compiles and manages data from a wide variety of sources, which may be complex and technical in nature.
• Consults with others in the collection, compilation, and evaluation of data to be used in analyzing problems and investigating solutions.
• Prepares a research approach and determines data requirements, investigates issues involving moderately complex topics under limited supervision, and prepares reports for professional and managerial staff review and action.
• Downloads and uploads documents into project folders, using online project collaborative software (i.e., eRooms), secure file transfer (SFT) sites, SharePoint, and other systems and software.
• Prepares, drafts, and edits various types of correspondence of moderately complex or confidential nature, such as emails, letters, memoranda, transmittals, meeting minutes, and forms. Assists with prints and copies of such correspondence.
• Prepares and processes time sheets, expense reports, and other time and expense tasks as required.
• Answers, screens, and clears incoming telephone calls, prepares and processes fax requests, and directs calls and faxes to the proper area for response.
• Acknowledges and responds promptly to written inquiries, such as emails for administrative services requests.
• Assists in the review, verification, and editing of work produced by other administrative staff to enhance the quality and proficiency of the team.
• Assists with training other administrative staff when requested by management.
• Performs general office tasks that include but are not limited to monitoring, ordering, and stocking office supplies, receiving, opening, and determining mail routing and office correspondence, and other tasks as required to maintain office functionality.
• Supports procurement, works with Accounts Payables to process overhead and project-related invoices, and follows up with vendor invoice issues.
• Receives and welcomes visitors, directing them to the right personnel.
• Prepares and maintains visitors' and employees' sign-in sheets.
• Organizes and maintains electronic and paper records, files, and correspondence following CDM Smith’s retention policy.
• Prepares and schedules office activities such as travel arrangements, internal and external business meetings, and client or third-party appointments.
• Assists with conferences and general office events.
• Schedules conference room use and catering needs.
• Maintains and organizes the office’s common areas.
• Coordinates facility management needs by assisting the building’s property management, CDM Smith Facilities Team, and vendors to maintain office operations.
• Supports Human Resources by assisting with new hire activities and local employee needs.
• Supporting the coordination efforts for the local office with all business technology efforts, including ordering hardware, equipment, setting up workstations, and working with the Information Technology department for office technology requirements.
• Supports office security working with the CDM Smith Security Team by enforcing company security policies, addressing security concerns, and managing office access requests.
• Assists with office morale and engagement while working with the Office Leader to support office activities.
• Performs other duties as required.