Administrative Assistant

Administrative Assistant Role
Riley Engineering is seeking an administrative assistant to join our growing, fun, purpose-minded team. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and customer relationships while managing multiple deadlines and goals. This position is in-person at our office in historic downtown Tucson (not eligible for remote).
 
About Riley Engineering
Riley Engineering is a civil engineering firm specializing in water resources engineering. Our mission is to engineer and implement solutions to provide society with water infrastructure. This firm was founded in 2017 to improve people’s lives by ensuring that all have the necessary civil infrastructure to facilitate socioeconomic well-being—especially on Native American reservations. Based in Tucson, AZ, our employees rally behind that mission and enjoy building the firm from the ground up together—pairing professional skills with a heart for helping others.
 
Administrative Assistant Job Responsibilities

• Answer phone calls, screen calls, and direct callers to appropriate colleagues or take messages
• Schedule appointments and maintain calendars
• Decorate office for holidays and plan employee gatherings
• Organize employee birthday celebrations, including buying cards and coordinating birthday meals
• Interface with vendors and other business partners (IT, HR, CPA, maintenance, building management/landlord)
• Welcome and direct visitors and clients
• Manage maintenance and internal communication for company vehicles
• Maintain digital and physical filing systems as assigned
• Retrieve information as requested from records, emails, minutes, and other related documents; prepare written summaries of data when needed
• Coordinate and schedule travel, meetings, and appointments for colleagues
• Prepare agendas and logistics for meetings, including room setup and catering when appropriate
• Record and distribute minutes or other meeting records
• Input and update information in databases and spreadsheets
• Write and edit communications such as memos, emails, invoices, reports, letters, instructional documents/guides, and presentations using word processing and presentation software
• Maintain office supplies and coordinate maintenance of office equipment, including printers, copiers, and fax machines
• Open the office each day
• Work closely with other staff and support colleagues as needed
• Work with sensitive information using discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations
• Ensure that deadlines are met; adapt to changing priorities
• Present a positive and professional image for the organization
• Collate and distribute mail; sign for incoming packages
• Assist with bookkeeping and human resources tasks
• Other duties as assigned

• Two years’ minimum experience in an administrative role
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette
• Excellent verbal and written communication skills
• Ability to work well and focus while navigating multiple deadlines
• Proactive approach to problem-solving and process improvement
• Ability to work well independently and in collaboration with others
• Ability to discern and use sound judgement when decision-making, with little management oversight
• Competency in Microsoft Office Suite (Riley Engineering is a PC-based company)
• Experience in AEC (architecture, engineering, and construction) industry preferred but not required

• Opportunities for growth based on your interests, goals, and skills; and on company needs
• A relaxed environment and family culture
• Your voice heard, your ideas considered, and opportunities to make an impact on a growing firm
• 10 paid holidays per year
• 3 weeks of paid time off (PTO) per year, with additional time off with longer tenure
• Health, dental, and vision insurance options
• Company-paid life insurance
• Optional health savings account plans
• Optional accident, critical illness, and disability coverage
• 401(k) with 5% company match
• Salary Range: $18-$27 per hour, depending on experience

• Live in Tucson, AZ, and work in our office in historic downtown Tucson
• Self-motivated, must have ability to find information and learn new skills and complete tasks as required for project needs
• Flexibility in job duties; other duties may be assigned depending on overall needs of the team and current projects
• Ability to work independently and with others on a team to complete projects
• Flexibility to periodically work outside normal business hours as needed
• Alignment on values: Passion, Excellence, Integrity, Education, Balance, Humility, Adaptability