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administrative assistant

Posted on July 30, 2026 by Employer details Elm Design Group

Job details

*Elm Design Group* is a growing architecture and engineering firm focused on delivering practical, innovative, and high-quality solutions across a range of industrial, commercial, and institutional projects. We are looking for a motivated, organized, and detail-oriented *Administrative Assistant* to support our team with day-to-day operations, project administration, financial tracking, and business development coordination. This role is ideal for someone who enjoys variety, takes pride in keeping things organized, and is comfortable working in a fast-paced professional environment. *Key Responsibilities* The successful candidate will assist with a variety of administrative and operational tasks, including: * Entering and setting up new jobs in company systems * Formatting estimates, proposals, and project documents * Supporting the invoicing process to ensure accurate and timely billing * Entering expenses and maintaining job tracking information * Reviewing bid sites and identifying potential project opportunities * Tracking important dates, deadlines, submissions, and project milestones * Assisting with HR administration, contracts, and employee time-off tracking * Ordering office consumables, supplies, and other required materials * Supporting bank reconciliation and basic financial administration * Assisting with grant applications, reporting, and ongoing grant management * Maintaining organized digital records within Microsoft 365/SharePoint * Providing general administrative support to the management and project teams *Qualifications* The ideal candidate will have: * Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams * Strong organizational and time-management skills * Excellent attention to detail and accuracy * Strong written and verbal communication skills * Ability to work independently and follow tasks through to completion * Ability to manage multiple priorities in a deadline-driven environment * Previous administrative experience, preferably in an engineering, architecture, construction, or professional services environment * Comfort working with digital filing systems, spreadsheets, and cloud-based platforms * A proactive attitude and willingness to support different areas of the business as needed *Work Hours* Specific working hours and scheduling expectations will be discussed during the interview process. Our standard operating hours are 8:00am to 4:30pm. *Why Join Elm Design Group?* This is an opportunity to be part of a growing professional services firm where your work directly supports project delivery, client service, and day-to-day business operations. The role offers variety, flexibility, and the opportunity to contribute to a collaborative team environment. Pay: $24.00-$34.00 per hour Benefits: * Dental care * Extended health care * Life insurance * Paid time off * Vision care Education: * Secondary School (preferred) Experience: * Front desk: 1 year (preferred) * Administrative experience: 1 year (preferred) Work Location: In person