Administrative Assistant

ABOUT YOU

Are you passionate and exceptionally focused on providing administrative support? If the answer is, “Yes!” then we have an exciting opportunity for you as an Administrative Assistant in our San Diego office. We are looking for someone who is self-motivated, has great initiative, and can successfully balance both working independently and as part of a team. 

This position will be fully in-office on a dedicated part-time schedule (15-20 hours per week).

Who are we?  We are Montrose, a global environmental services provider offering environmental planning and permitting, measurement and analytical services, and environmental resiliency and sustainability solutions.  Our qualified engineers, scientists, technicians, associates, and policy experts are proud of our collective expertise and the collaborative nature of our approach to helping clients. We strive to optimize environmental resiliency in a way that effectively complements our clients’ decision-making and operations and efficiently fulfills their project requirements.  

We have over 135 offices across the United States, Canada, Europe and Australia and over 3000 employees – all ready to provide solutions for environmental needs. 

WHAT WE CAN OFFER TO YOU

As a key member of our Montrose team, you can expect: 

• Mentorship and professional development resources to advance your career 
• Direct exposure to our industry’s leading experts who are solving the world’s toughest environmental challenges 
• An entrepreneurial environment where you can learn, thrive and collaborate with talented colleagues 
• Opportunities to engage and contribute to our Diversity, Fairness and Inclusion and employee resource groups
• Competitive compensation package: hourly rate ranging from $20.00 to $25.00, commensurate with accomplishments, performance, credentials and geography 
• Access to a student loan planning tool to optimize your student loan payoff plans and compare student loan rates with lenders. 

A DAY IN THE LIFE

Reporting to the Director of Engineering, this role will be responsible for providing comprehensive and reliable administrative support to our San Diego engineering office, as well as providing remote needs for our engineering team members.

• Manage office meeting logistics including, but not limited to, booking conference room(s) via the conference room calendars, catering, set-up of conference room and assembly of associated materials, as well as correspondence with attendees.
• Greet office visitors, answer incoming phone calls and provide a high-level of customer service to employees and visitors.
• Lead purchasing and inventory of office supplies, as well as restocking of supplies.
• Oversees the office floor plan, tracks space availability and ensures offices/cubicles are set-up for incoming hires and visitors.
• Oversee office access including, but not limited to, parking access, office access, etc. for employees and visitors.
• Facilitate communication and coordination with vendors to resolve any technical and/or building maintenance issues in a timely manner.
• Lead planning and coordination of special events (e.g., holiday party) and support aspects of business travel including, but not limited to, rental cars, flights, hotel reservations, etc.
• Performs daily office tasks such as filing, maintaining records, copying and scanning.
• Assist with editing, formatting and proofreading documents and/or reports.
• Ensure neat and clean office environment area at all times.
• Prepare, process, drop-off and distribute mail/packages and shipments.
• Assist with processing and updating expense reimbursement reports as requested. 
• Maintain a high level of confidentiality at all times.
• Exercise safe work practices by following all Company safety rules and OSHA regulations, including attendance at all required safety training programs.
• Perform other duties as assigned.

YOUR EXPERTISE AND SKILLS

To perform this job successfully, individuals must be able to perform each duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  

• 3+ years of general office experience required
• Excellent verbal and written communication skills
• Ability to interface with cross-functional teams and all levels of personnel/management
• Highly motivated, organized and able to work effectively with minimal supervision, both independently and in a team
• Positive, proactive and able to consistently exercise great judgment
• Ability to prioritize multiple projects and problem-solving skills and following through on issues in a timely manner
• Excellent time management skills with a proven ability to meet deadlines
• Proficient with Microsoft Office software, Google Suite, and/or PC programs
• Willingness and ability to travel locally (5-10% as needed)
• High school diploma/GED

The above statements are intended to describe the general nature of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of employees so classified. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact 949-988-3500 or [email protected] for assistance. 

PHYSICAL ACTIVITIES

While performing the responsibilities of the job, the employee may be required to spend long hours sitting and using office equipment and computers, and is regularly required to sit, talk, and hear. The employee frequently is required to use hands and fingers to handle or feel as well as being able to operate a keyboard which may require firm/strong grasping and repetitive hand control. There may be occasional lifting (overhead, waist level) from floor of supplies and materials weighing no more than 30 pounds. The work may involve some bending, standing or walking. Job duties are not hazardous or physically strenuous.

MAKE THE MOVE TO ACCELERATE YOUR CAREER

We are going to be blunt – the way we work may not suit everyone. We are a fast-paced, dynamic and high-growth company. You are your own boss, but you will get tons of guidance and plenty of support from talented, super-smart colleagues and its service providers. Therefore, if freedom, autonomy, and head-scratching professional challenges attract you, we could be the perfect match. 

Want to know more about us? Visit montrose-env.com and have fun! 

​​Montrose is an Equal Opportunity Employer. Montrose is committed to recruiting and hiring qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status. Montrose is committed to providing access and reasonable accommodation in its employment for individuals with disabilities. 

Montrose will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Montrose is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.