Administrative Assistant Job at Pape-Dawson in San Antonio

Overview

This position provides comprehensive administrative support to multiple project teams, ensuring the smooth and efficient execution of daily operations and deliverables.

Job Description

This role involves providing administrative assistance to multiple managers and executives, managing documentation, handling confidential information, organizing corporate documents, coordinating schedules and meetings, and performing front desk support tasks.

Responsibilities

• Create, edit, and produce detailed documents, including letters, proposals, reports, spreadsheets, and memorandums, using the Microsoft Office Suite.
• Support multiple managers and executives by managing documentation and ensuring the timely delivery of materials.
• Handle and process sensitive and confidential information with discretion and professionalism.
• Organize, retrieve, and maintain corporate documents, records, and reports through effective filing and scanning practices.
• Coordinate calendars, schedules, meetings, trainings, and travel arrangements as needed.
• Prepare meeting agendas, arrange catering, and coordinate logistics for client and internal meetings, as well as special celebrations.
• Front desk support including greeting all visitors and callers in a professional, courteous, and respectful manner.
• Provide prompt and thorough message handling and communication follow‑up.
• Manage front office operations including conference room scheduling, visitor coordination, and lobby presentation.
• Perform other duties and responsibilities as assigned.

Qualifications

• Minimum of 5 years of experience in a similar administrative support role.
• Proven experience handling highly sensitive and confidential information.
• Exceptional communication skills, both verbal and written.
• Strong interpersonal skills with the ability to interact effectively across all levels of the organization.
• Proficiency in Microsoft Office Suite and document review software, such as Bluebeam or Adobe Acrobat.
• Ability to meet deadlines and adapt to shifting priorities with professionalism and efficiency.
• High attention to detail and accuracy in work output.
• Demonstrated ability to work independently, take initiative, and self‑manage tasks.
• Reliable, dependable, and available to work Monday through Friday, 8:00 AM to 5:00 PM, with occasional overtime as needed.

Preferred Qualifications

• Bachelor’s degree.
• Industry experience in a professional services environment.

EEO Statement

All qualified applicants for Pape‑Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Seniority Level

Mid‑Senior level

Employment Type

Full‑time

Job Function

Administrative

Industries

Civil Engineering

Location & Salary

San Antonio, TX $40,000 – $50,000