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Senior Executive Assistant/Coordinator (A/E/C Industry)

  • Job reference: NA-000981
  • Sector: Management Consultancy, Support Services
  • Location: Denver

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Atkins has been providing infrastructure planning, engineering, construction, environmental consulting, urban planning, architecture, and program management services to public and private clients across the United States for more than 50 years.

Globally, Atkins is the largest UK-based engineering and design consultancy and one of the world's largest design firms with nearly 18,000 employees worldwide. We have the depth and breadth of expertise to respond to the most technically challenging and time-critical infrastructure projects and the urgent transition to a low-carbon economy.

Atkins seeks an energetic and highly motivated self-starter to join our Denver, CO team as a Senior Executive Assistant/Coordinator (A/E/C).   


JOB DUTIES

Provide administrative and operations support to the Director of the Technical Professional Organization (TPO). Act as extension of director’s authority in administrative matters. Incumbent holds a position of responsibility, which includes compilation, analysis and presentation of operational data, preliminary budget development, and tracking of projects and budgets. Acts as liaison between director and his staff, and facilitates information flow across a wide organization. Plays proactive role in ensuring that budgets and goals are met by monitoring progress and keeping director well informed with up-to-date reports, graphs and other decision-making tools.

Acts as liaison between director and his staff, responding to inquiries and requests for information/approval and/or directing to appropriate staff, as required. Attend weekly Practice Director conference calls and take meeting minutes. Coordinate logistics for quarterly in-person meetings. 

Financial Responsibilities - run monthly overhead reports, disseminating to Practice Directors. Assist in tracking expenses to ensure that the TPO is not over budget. Run monthly productivity analysis and employment trend reports. Advises on trends and reoccurring weaknesses. Assist staff in the tracking of conference and external training expenditures and approvals. Work with finance in compilation of year-over-year budget analysis and forecasting.

Assist director and TPO resource management with the initiation and/or processing of personnel actions including offer letters, relocations, promotions and financial incentives. Liaise with Finance and Payroll to ensure all PERCs, relocations, and bonuses are properly accounted. Process paperwork for all Atkins North America staff honorariums, ensuring that policies are properly adhered to and that honorariums are paid in a timely manner.

Assist with the development of technical practice strategies and communication amongst various Atkins stakeholder. Serves as liaison with MarComm and BD&S to ensure that these strategies are effectively integrated into the overall ANA strategy.  

Compliance – Responsible for the maintenance of all Atkins North America professional licenses. Includes renewal of current licenses, initiation and processing of newly required licenses, and changes to existing licenses. In addition, ensuring that TPO staff have completed all mandatory training including but not limited to Code of Conduct, FCPA, Information Assurance, Health and Safety, and Time Reporting training. Track and seek completion of other mandatory processes such as eSkills and Performance Development Reviews (PDRs). Monitor timesheet performance on a weekly basis, to ensure all staff and supervisors submit and approve timesheets.

Accounts Payable – Monitor TPO staff expense reporting and procedural compliance. Enlist assistance of practice level coordinators to resolve overdue expense issues. 

Aligns Operations Coordinators for the TPO. Run monthly operations conference call to disseminate information on new policies and procedures and upcoming business change initiatives. Coordinates operations to ensure consistency with policies and procedures.

Make all travel arrangements for the Director of the TPO and handle all expense reconciliation. Assist in schedule coordination and tracking of deadlines.

COMPLEXITY (Variety or uniqueness of tasks; relative difficulty or importance of work performed; size of unit supported, etc.):

Work involves compilation and monitoring of budget data and/or other financial performance tracking tools of considerable importance to meeting established goals for assigned operating unit.


DECISION-MAKING (Supervision received; independent judgment or initiative; consequence of error):

Works under general direction of a senior executive. Consistently applies discretion and independent judgment in the analysis of reports and the advice given to managers to ensure budget conformance, policy compliance or unit objectives. Must consistently exercise tact, discretion and independent judgment. Errors may impair the company's image with employees and clients. Handles confidential and sensitive information with discretion.

 
WORK DIRECTION GIVEN TO OTHERS (Titles and number of personnel; type of direction given):

May supervise or give work direction to other administrative support personnel.

 
INTERNAL CONTACTS (Required interaction/relationship with others within the organization):

Interfaces with senior business leadership, as well as with Finance and Human Resources personnel.

 
EXTERNAL CONTACTS (Required interaction/relationship with others outside the organization):

May occasionally interface with clients and potential clients, civic organizations and government officials, in support or representation of manager.



EDUCATION AND EXPERIENCE:

Bachelor's degree in Business Administration or related field, plus ten years' experience. Without a degree, requires fifteen years' experience including executive management support.

Prior experience working in the A/E/C industry is required.

Prior experience supporting C-Level executives is required.


SPECIAL SKILLS:

Job requires excellent interpersonal and organizational skills required, tact, sense of urgency, and attention to detail. Knowledge of business administration practices and principles, including finance and accounting. Computer skills required, particularly in Excel, PowerPoint and Word. Knowledge of the consulting engineering industry helpful. Ability to deal effectively and harmoniously with people at all levels of the organization.


PROFESSIONAL REGISTRATIONS:

None

 
General Competencies expected of all Professionals and Managers are as follows: Client Service, Commitment, Communication, Innovation & Continuous Improvement, Professionalism, Quality and Teamwork.


Ability to communicate effectively, both verbally and in written form.


Atkins offers its employees a robust rewards package which includes: a competitive salary; a broad benefits package including medical/RX, dental, vision, life, disability, legal, hospitalization and other valuable voluntary options; generous time-off programs; flexible work schedules; 401(k) with employer match; professional and career development opportunities through our corporate university, as well as a highly-regarded tuition reimbursement program; and an unmatched culture focused on client-service, quality, and tireless pursuit of excellence in all we do. Atkins is an equal opportunity, drug-free employer committed to diversity in the workplace. EOE/Minorities/Females/Vet/Disability.


Please view Atkins Equal Opportunity Statement here: http://careers.atkinsglobal.com/File.ashx?path=Root/Documents/north-america-welcome-new-employee/Equal_Opp_Stmt.pdf

 

 

 

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