Boston

  • Support New England Office Director
    • Cost Estimates
    • Travel Arrangements
    • Copyediting
    • Schedule and coordinate meetings
    • Manage calendar
  • Support New England Engineering Director.
    • PDH/ Professional Licensure Tracking/ Renewals
    • Schedule and coordinate meetings
  • Support New England Deputy Engineering Director.
    • Draft progress report templates
  • Research Requests for Proposals (RFPs) for Northeast Region.
  • Set up new desks, install equipment, and provide remote IT assistance.
  • Coordinate copy jobs.


Minneapolis

  • Support Director of Operations, Midwestern U.S. & Minneapolis Office Director. 
  • Order business cards for local and enterprise-wide staff.
  • Manage Super-Human Powered Commute data and communication.
  • Manage Association of Pedestrian and Bicycle Professionals (APBP) webinars and sponsorship.
  • Maintain Midwest business development monthly meeting notes.
  • Maintain Minneapolis business development notes.
  • Produce agendas and take notes for bi-weekly Minneapolis office meeting.
  • Manage Minnesota Events Calendar.
  • Clean kitchen.
  • Take monthly printer meter readings.
  • Communicate and resolve issues arising from sublease tenants.
  • Coordinate Toole Design Company, with vendor and staff.
  • Coordinate monthly “Fireside Chats” for enterprise-wide Design Team.
  • Disseminate agenda and take notes for Monthly Director’s Meetings.
  • Coordinate bi-weekly All Staff Meetings (confirm presenters, collect materials, assemble PowerPoint slides and first draft notes)

 

Seattle

  • Support Seattle Office Director
    • Schedule and coordinate meetings.
    • Assist with expenditure receipts tracking.
    • Assist with tracking Sub-contracts.
    • Assist with contract end dates and reminders
  • Support Denver Office Director, Southern California Office Director, Northern California Office Director, and Portland Office Director.
  • Manage Western Offices Meeting scheduling.
    • Send agenda and meeting reminders.
    • Take meeting notes.
  • Set up new desks, install equipment, and provide remote IT assistance.
  • Water plants.
  • Take printer meter readings monthly.
  • Enter print log information into Ajera.
  • Develop Safety trainings and procedures.
  • Develop Sustainability procedures.
  • Coordinate agenda and materials for Seattle Office Staff Meeting.
  • Schedule conference calls for all staff and reserve meeting spaces.
  • Enter contact information and leads into Cosential.
  • Coordination with Building Management.
  • Research, price, and order office furniture.
  • Coordinate events and order food.
  • Maintain Contract Tracking Matrix
  • Finalize and distribute notes for bi-weekly All Staff Meeting

 

Spartanburg

  • Support Spartanburg Office Director, Raleigh Office Director, Atlanta Office Director, Orlando Office Director, and Director of Operations, Southeastern U.S.
  • Assist with marketing light and marketing free proposals for the Southeast.
  • Monitor and edit company letterhead and memo templates.
  • Water plants.
  • Tidy up the kitchen.
  • Take printer meter readings monthly.
  • Enter print log information into Ajera.
  • Assist in running the weekly Southeast Staff Meeting.
  • Assist in running the weekly Southeast PMs Meeting.
  • Coordinate local events and order food.
  • Assist Spartanburg Office Director with receipt management.
  • Take meeting minutes for local projects.
  • All Staff Meeting (weekly)
    • Coordinate agenda for weekly all staff meetings.
    • Send upcoming roles, confirmed roles, and reminder emails throughout the week.
    • Take meeting notes.
    • Create and maintain yearly schedule for all staff meeting.
  • Directors’ Meeting (monthly)
    • Take meeting notes


Silver Spring

  • Process and send invoices.
  • Respond to invoice-related requests from clients and contractors.
  • Create and maintain redbooks and working folders.
  • Archive closed project redbooks and working folders
  • Manage long-term, on and off-site storage of project records.
  • Register printer meter readings monthly.
  • Manage postage meter funds.