Administrative Assistant - Zephyrus Engineering Limited

Position: Administrative Assistant

Company: Zephyrus Engineering Limited

Location: Remote (United States)

Employment Type: Full-Time

About Zephyrus Engineering Limited

Zephyrus Engineering Limited is a pioneering engineering and technology firm providing high-quality solutions across structural engineering, architectural services, civil engineering, surveying, and forensic analysis. We prioritize excellence, sustainability, and innovation in all our projects. Join our dedicated team and contribute to our mission to create impactful, sustainable infrastructure.

Position Overview

We are looking for an organized, detail-oriented Administrative Assistant to provide essential support to our team. This is a remote role for candidates within the United States who thrive in a fast-paced, collaborative environment. The ideal candidate will be a proactive, reliable professional with exceptional communication and organizational skills. This role involves managing daily administrative tasks, coordinating meetings, and supporting the smooth operation of projects and processes.

Key Responsibilities

Administrative Support:

- Perform a variety of administrative tasks, including managing emails, phone calls, and correspondence on behalf of team members.

- Organize, maintain, and retrieve files, documents, and records with accuracy.

- Provide general support to visitors and assist with inquiries, when necessary.

Scheduling and Coordination:

- Coordinate and schedule meetings, appointments, and project updates for team members.

- Arrange travel plans, accommodations, and itineraries for team members when required.

- Prepare meeting agendas, take minutes, and track action items for follow-up.

Project Assistance:

- Assist project managers and team leads in preparing reports, presentations, and documents for internal and client meetings.

- Maintain project timelines and assist in coordinating project-related tasks with other departments.

- Track and organize project documents, ensuring timely access for the team.

Communication and Liaison:

- Serve as the point of contact between internal departments and external partners or clients.

- Relay important information promptly to relevant team members.

- Communicate and follow up on tasks with cross-functional teams to ensure deadlines are met.

Office Management (Virtual):

- Manage office supplies inventory and order supplies as needed for remote team members.

- Ensure that virtual office tools (e.g., shared drives, calendars) are accessible and organized.

- Troubleshoot minor IT issues and liaise with the IT team when necessary.

Data Entry and Document Management:

- Input, update, and maintain records in the company's database and other software.

- Handle confidential information with discretion, ensuring compliance with data security and privacy standards.

Qualifications

Education:

- High school diploma required; an associate degree in Business Administration or a related field is preferred.

Experience:

- 2+ years of experience as an administrative assistant or in a similar support role, preferably in an engineering or technology environment.

- Experience working in a remote setting is advantageous.

Technical Skills:

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.

- Familiarity with project management tools (e.g., Asana, Trello) and virtual communication tools (e.g., Zoom, Slack) is a plus.

- Basic knowledge of data entry and management software; experience with CRM or ERP systems is a plus.

Soft Skills:

- Strong organizational skills with the ability to multitask and prioritize effectively.

- Excellent written and verbal communication skills.

- High level of professionalism, discretion, and attention to detail.

- Self-motivated and able to work independently in a remote setting.

- Problem-solving mindset with a proactive approach to tasks.

Compensation and Benefits

- Pay: Competitive hourly or salary rate based on experience.

- Schedule: Monday to Friday, standard business hours, with some flexibility.

- Benefits:

- 401(k) Plan

- Health, Dental, and Vision Insurance

- Paid Time Off

- Opportunities for professional growth and training

How to Apply

This remote position is open to qualified candidates residing in the United States. If you are organized, communicative, and ready to support a dynamic team, apply today to become part of Zephyrus Engineering Limited mission-driven team. Zephyrus Engineering Limited is an Equal Opportunity Employer and welcomes applications from all backgrounds.

Health Insurance
Paid Time Off