Administrative Assistant

Job Description

Job Description

Benefits :

401(k)

401(k) matching

Bonus based on performance

Dental insurance

Health insurance

Paid time off

Vision insurance

Summary

Delta Oaks Group is seeking a highly organized and proactive Administrative Assistant to provide advanced administrative and operational support to the leadership team and Administrative Department. In this role, you will play a key part in managing daily business operations, improving internal processes, coordinating cross-departmental priorities, and assisting with strategic initiatives across HR, recruiting, finance, and vendor management. This position requires a resourceful and independent thinker who thrives in a fast-paced, intrapreneurial environment, exercises sound judgment, and takes ownership of projects that directly impact company operations.

Positional Responsibilities

The ideal candidate will be highly organized, proactive, and adaptable, with strong problem-solving and analytical skills. Exceptional communication and interpersonal abilities are essential, as the role requires frequent collaboration with internal teams and coordination with administrative vendors and subcontractors.

1. Administrative & Office Support

• Act as the first point of contact for calls, emails, and visitors, routing inquiries to appropriate personnel.
• Provide day-to-day assistance with scheduling, meeting coordination, and document preparation.
• Manage incoming and outgoing mail, packages, and office correspondence.
• Support the Office Manager in coordinating facilities requests, office supply orders, and vendor follow-ups.
• Support scheduling of meetings, conference rooms, and company events.
• Assist with creation and distribution of internal communications, company updates, and newsletters.

2. Executive & Departmental Assistance

• Provide calendar management and scheduling support to the Director of Administration and other leaders as required.
• Coordinate client lunches and gifts for staff and executives.
• Support preparation of reports, presentations, and meeting materials.
• Assist in managing administrative project deadlines, tracking action items, and following up on deliverables for Administrative Director

3. HR & Recruiting Support

• Assist the HR Generalist with onboarding, offboarding, and maintaining personnel files.
• Prepare welcome packages for new hires and coordinate Day 1 logistics.
• Assist in scheduling candidate interviews and facilitate communication between applicants, hiring managers, and recruiters.
• Support tracking of employee recognition programs, milestone celebrations, and company swag orders.

4. Finance & Vendor Coordination

• Assist with basic expense tracking, invoice processing, and vendor onboarding paperwork.
• Support the Finance team with reconciling receipts and maintaining organized financial records.

5. Company Culture & Event Support

• Assist with planning and execution of company-wide events,
• Help organize quarterly MVP and Award programs.
• Partner with the Director of Administration to drive employee engagement and maintain a positive, collaborative workplace.

Given the fast-paced nature and tight timelines of many projects, the ideal candidate must demonstrate a strong work ethic, adaptability, and excellent interpersonal skills to thrive in a dynamic environment where effective communication with team members and administrative partners is essential.

Computer Software Requirements

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Adobe Acrobat
• Comfortable using project management and collaboration tools (e.g., Teams, SharePoint, QuickBooks, Expensify).

Experience / Minimum Requirements

• Minimum 2 years of administrative support experience (preferably in engineering, telecom, or a professional services environment).
• Experience coordinating schedules, travel, and vendor communications.
• Highly organized and detail-oriented.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact across all levels of the organization.
• Discreet and professional with confidential information.
• Positive attitude with a growth mindset in an intrapreneurial setting

Preferred Qualifications

• Experience supporting HR, recruiting, or finance functions.
• Familiarity with telecom, civil / structural engineering, or field operations environments.
• Prior experience managing internal communications or social media updates.

Culture

Delta Oaks Group is a multi-disciplinary engineering firm specializing in civil, structural, and geotechnical solutions for telecommunications, renewable energy, and infrastructure projects. Founded on the principle of delivering unparalleled client service and providing employees an exceptional work environment, we foster an intrapreneurial culture where team members take ownership, think proactively, and collaborate across departments to drive success. We value problem-solving, innovation, and adaptability, encouraging employees to propose ideas, improve processes, and thrive in our fast-paced, multi-state environment. We believe hard work, honesty, and respect are the foundation for achieving success together.

Educational Requirements

High school diploma or equivalent required; associate degree preferred.

Working Conditions

This role is primarily office-based. Standard office hours, Monday to Friday. Occasional lifting of packages and office supplies (up to 20lbs)

Travel

0% travel required.