Design Administrative Assistant II

Job Description: At IPS, we are global leaders in developing innovative solutions for the consulting, architecture, engineering, project controls, procurement, construction management, and CQV of technically complex facilities, primarily in the life sciences industry. We are looking for a talented Design Administrative Assistant II to join our dedicated team at our office in Leawood, Kansas . In this role, you will provide administrative support to mid- to upper-level managers and other department members. You will also manage mail, travel arrangements, scheduling, and meeting planning, and assist marketing and project managers with preparing reports, proposals, and presentations. Additional Responsibilities Assists with scheduling meetings, conference calls, and appointments. Assists with booking meeting rooms, reserves necessary equipment, and sets up catering needs as appropriate. Sorts and distributes incoming mail, faxes, FedEx, and UPS packages, and prepares outgoing correspondence and packages. Manages a high volume of domestic and international travel arrangements for department members through an outside travel agency, using the travel agency’s database. Schedules airline, car, and hotel accommodations. Keeps travel profiles up to date in the database. Manages the travel arrangements of managers and/or senior members of the department through an outside travel agency, using the travel agency’s database. Schedules airline, car, and hotel accommodations. Keeps travel profiles up to date with travel preferences and frequent flier information. Completes project work and supports the team in preparing quality client deliverables in a timely manner, ensuring electronic and archived copies. Assists in organizing departmental events and vendor/learning luncheons/activities as necessary. Supports the Receptionist with phone calls and visitors (as needed). Maintain department personnel lists (ensure correct phone number, location, supervisor, etc.). Works with HR and Recruiting to coordinate and facilitate the departmental new hire processes. Maintain clear and consistent filing systems. Maintain inventory of department supplies. Assign/Update time in Management Software. Other duties as assigned. Qualifications & Requirements: 3+ years of experience in an administrative position supporting a department or more than one individual. Able to support a department of 15+ personnel. Requires little supervision. Highly organized, with a strong attention to detail. Demonstrates proficiency in Microsoft Office Suite; TEAMS, Word, Excel, and PowerPoint. Demonstrates proficiency in PDF Software (i.e., Bluebeam/Adobe), Masterworks. Able to handle multiple tasks efficiently, highly organized, with strong attention to detail. Possesses a sense of fiscal responsibility. Highly reliable, with excellent communication and customer service skills. Physical Demands Must be able to stand, sit, and walk for prolonged periods. Must possess the ability to stoop, kneel, crouch, and crawl as required. Must be able to lift and move objects weighing up to 15 pounds. Work Environment This position may have 5% travel, or as required by the assigned project. You may be assigned to a client site for an extended period. Overnight travel or staying in the city of the Client’s location is possible, depending on the assignment. You will visit construction sites and will be required to take site safety training and adhere to site safety rules. Must have access to reliable transportation. Must have the ability to travel and commute on a daily or routine basis. · Must be able to work in both indoor and outdoor environments, which may include exposure to varying weather. Travel Limited travel may be required. You will primarily work in an IPS office environment. Potential to travel to client sites to attend meetings off-site (with IPS Project Managers/team) is possible. Safety This position is a safety-sensitive position. The employee is des…

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