• Administrative Assistant

    Job Locations US-VA-Alexandria
    Job ID 2019-1553
    # of Openings
    Posted Date
    3 weeks ago(10/18/2019 2:43 PM)
  • Overview

    HGA is an award winning architectural, engineering and planning firm with a full-time opportunity in our Alexandria, VA office for an Administrative Assistant. This role supports Principals and project team members and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will excel at time management, attention to detail, follow through, prioritizing, anticipating the needs of others, and maintaining a positive attitude.


    1. Maintains daily communication with team leaders to determine assignments, priorities, and seeks clarification as necessary.

    2. Performs a variety of administrative duties in support of a department, project teams, or group leaders:

    • Coordinates travel arrangements (domestic and international), arranging for visas, flights, hotels, etc. for members of the department.
    • Coordinate and manage complex team and group leader calendars.
    • Prepares and reviews correspondence, agendas, meeting minutes, reports, presentations, etc.
    • Maintain logs and databases.
    • Prepare and assist with expense reports, reconciliation of credit card statements and reporting.
    • Schedules meetings, video and audio conference calls and maintaining key contact information.
    • Clerical duties such as, phone coverage and screening, preparing outgoing correspondence and maintaining calendars and filing systems.

    3. Works closely with department leaders to stay informed of multiple deadlines where additional help may be needed. Understands the importance of team-playing and offers services to assist others when needed.

    4. Assists new hires to the practice group/department so that they become familiar with administrative procedures, standards and guidelines. Willingly advises them of other resources within firm and may facilitate introductions when appropriate.

    5. Maintains on-going communication with peers and works to maintain quality standards within departments through identification of problem processes, potential changes in work processes, participation in department meetings.

    6. Recognizes the importance of confidentiality and conducts self in a professional manner.

    7. Other responsibilities/special projects as required.


    • Bachelor’s degree in business administration or related field required
    • Minimum of 5 years administrative experience with an emphasis on writing/editing/written communication.
    • Must have experience in a professional services firm
    • Exceptional written and verbal communication skills.
    • Exceptional detail orientation and organization skills.
    • Proficiency in Microsoft Office products including Word, Excel, PowerPoint and Outlook required.
    • Familiarity with Adobe software preferred.
    • Demonstrated ability to support teams/managers in a fast-paced, high volume, work environment with strong desire to support others.
    • Desire to work as a true partner with professionals to enhance superb, accurate, timely service and communication to internal and external constituents.
    • Demonstrated ability to manage confidential information in a professional and sensitive manner.
    • Ability to think ahead – determining what information will be needed and when.
    • Analytical, problem-solving skills to identify and implement solutions to issues.
    • Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations.


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