Administrative Assistant - USA Jobs : Job Details

Take the next step in your career with Colliers Engineering & Design as an Administrative Assistant! Join us and play a pivotal role in shaping the future of our Business Development team working out of our Holmdel, NJ office.

This Administrative Assistant will provide intermediate-level administrative support to the designated area, business unit, or team members within the organization. Responsibilities include managing a variety of administrative functions, some of which may involve handling sensitive or confidential information. This role may also contribute to billable project work and support business development.

Responsibilities:

• Manage Director's calendar, schedule meetings, and coordinate internal/external appointments.
• Prepare agendas, take notes, and track follow-ups for key meetings.
• Perform scanning, organizing, and filing of digital and hard-copy documents in accordance with company standards.
• Prepare, proofread, and finalize a variety of business documents including letters, memos, correspondence, proposals, reports, transmittals, and applications.
• Coordinate incoming and outgoing mail, including preparation of packages for delivery and arranging hand deliveries as required.
• Answer and direct incoming calls for assigned team members, maintaining professional communication at all times.
• Manage travel needs.
• Support scheduling and logistics for internal and external meetings, training sessions, and lunch-and-learns-managing calendars, guest instructions, meeting minutes, and food orders.
• Maintain compliance with corporate standards (e.g., file structures, naming conventions, templates) across all documentation.
• Assist with administrative tasks in systems such as BST, Concur, and Unanet, including time tracking, expense reporting, and project initiation support.
• Serve as point of contact for the Public BD team for coordination and information-sharing.
• Support team-wide communications including updates, reminders, and distribution of planning materials.
• Assist in tracking action items and progress across BD priorities and strategic initiatives.
• Support HR with onboarding of new hires, including preparation of workspaces and coordinating office logistics.
• Serve as a liaison with Corporate Services to ensure consistent communication and resource access.
• Support project managers in communicating with clients, distributing deliverables, and maintaining project timelines.
• Manage updates and maintenance of internal and client-facing databases with a focus on accuracy and confidentiality.

Qualifications:

• Associate degree, vocational training, or equivalent education in a related field.
• 0-3+ years of relevant office or administrative experience.
• Notary Public certification preferred.
• Proficient in Microsoft Office Suite/O365 applications.
• Strong organizational and time management skills; ability to prioritize and manage multiple tasks effectively.
• Excellent verbal and written communication skills in English.
• Demonstrates professionalism and discretion when handling sensitive or confidential information.
• Capable of identifying, analyzing, and implementing process improvements.
• Proactive and resourceful with a strong problem-solving mindset.
• Ability to read, write and understand English for purposes of comprehending written job-related communications and verbal instructions and interactions.

What We Offer:

At Colliers Engineering & Design, our people are our most important resource. That's why we are committed to providing all our employees with a safe, comfortable work environment, potential for career advancement, and the ability to impact society through their projects as well as Company sponsored activities. This dedication begins with supporting a work life balance through a generous compensation package that includes: company paid medical, dental, and vision coverage; paid pregnancy disability leave.