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.
  • Support Denver Office Director, Southern Oakland California Office Director, Northern Los Angeles California Office Director, and Portland Office Director.
  • Water plants.
  • Take printer meter readings monthly.
  • Load and unload dishwasher
  • Help keep kitchen tidy. 
  • Develop Safety trainings and procedures.
  • Orient New Staff on Safety procedures and Sustainability procedures.
  • Develop Sustainability procedures.
  • Coordinate agenda and materials for Seattle Office Staff Meeting.
  • Coordination with Building Management.
  • Research, price, and order office furniture.
  • Coordinate events and order food.
  • Pick up and distribute the mail. 

 

Spartanburg

  • Support Spartanburg Office Director, Raleigh 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.
  • 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

  • General office tidiness and maintenance. 
  • Process and distribute mail. Open, scan, record checks we receive daily. Give the checks to Lindsay Reed (Business Analyst) to deposit. 
  • Ad hoc support for Jennifer Toole (President), Cipriana Patterson (MidAtlantic Regional OD), Dan Goodman (Silver Spring OD) 
  • Coordinate with OD on moral events for Silver Spring staff 
  • Ordering supplies for the kitchen/coffee/office supplies as needed 
  • Coordinate with the building team for maintenance requests.
  • Shipping out 1 year anniversary gifts in coordination with HR. 


Columbus

  • Support Columbus Office Director and Deputy Office Director.
    • Prepare weekly email roundups.
    • Submit office maintenance requests and conference room reservations.
    • Research and order office furniture.
    • Plan and execute office gatherings and activities.
    • Purchase snacks and office supplies.
    • Prepare and submit expense reports for Office Director
    • Coordinate ARC print jobs.
    • Maintain a tidy kitchen and office. Water plants.
    • Schedule and coordinate meetings.
  • Support Minneapolis Office Director and Atlanta Office Director.
    • Produce agenda for bi-weekly Minneapolis office meetings
    • Prepare weekly Minneapolis email roundups.
    • Coordinate and schedule speakers for weekly Atlanta office meetings.
  • Check swag inventory for Columbus, Minneapolis, and Madison offices on a quarterly basis.
  • Coordinate Midwest Quarterly meeting PowerPoint—collect slides, assemble PowerPoint, record and transcribe meeting.
  • Prepare and ship welcome boxes for new staff.
  • Send calendar invites to new staff for all-staff meetings and company holidays.

Denver

  • Order snacks and beverages
  • Restock kitchen with snacks and beverages
  • Order office supplies
  • Main point of contact for building contact
  • Coordinate local events and provide on-site support (housing, catering, AV, on-site coordination)
  • Onboarding new employees/interns:
    • Get them access cards
    • Troubleshoot any IT problems
    • Help coordinate shipping of equipment back to IT when someone leaves