Administrative Assistant- Hybrid-NYC or Newark, NJ at Vanderweil Engineers

Who we are!

Vanderweil Engineers is a nationally recognized, top-ranked engineering firm specializing in MEP/FP and technology services. For 75 years, we've delivered innovative solutions across diverse sectors—including Science & Technology, Mission Critical, Academic, Healthcare, and Commercial. As one of the largest independently owned engineering firms in the U.S., our team of 500+ professionals operates from nine offices nationwide, bringing deep expertise and a commitment to excellence to every project.

If you’re ready to grow your career alongside some of the brightest minds in the industry, we’d love to hear from you. We offer both stability and growth opportunities in today’s fast-changing environment. We are currently seeking an Administrative Assistant to join our team in either our Newark, NJ or NYC office.

Some of your Responsibilities include:

• Word processing/formatting and filing maintenance of proposals, project correspondence, reports, etc.
• Organizing and scheduling internal and off-site meetings with multiple people.
• Processing expense reports.
• Assisting with project documents including but not limited to affidavits, drawings, and other construction documents.
• Assisting with travel arrangements both domestic and international.
• Scheduling meetings/calendar management.
• Processing PE applications or renewals and assisting with Continuing Education tracking.
• Processing program/seminar registrations.
• Coordinate department lunches, schedule lunch and dinner reservations, group gatherings/meetings.
• Processing professional organizations’ membership and subscription renewals.
• Maintaining files and documentation control for both network and file folders.
• Coordinating courier and express shipments with the mailroom.
• Excel spreadsheet creation/formatting and edits for reports.
• Miscellaneous administrative tasks upon request as required.

Essential Skills and Requirements:

• Must have a can-do attitude, possess strong interpersonal skills, work well in a team environment, and ability to work independently with self-initiative and motivation.  Must have excellent organizational, written, and verbal communication skills with a proactive approach to follow up, be very detail-oriented, flexible, ability to prioritize, multitask, and handle multiple, deadline-driven tasks efficiently.
• Must have MS Office 2013 or higher experience and be proficient with formatting and working with templates in Excel and Word.   Experience with DocuSign, Adobe Acrobat, Bluebeam Revu, Unanet, and NewForma a plus.
• The ideal candidate must have an Associate’s degree or higher, experience with Management and Executive support services in the A/E/C industry, including Professional Engineering Licensing, which would be a plus. 
• Experience with Construction Administration including processing of RFI’s, Submittals, and Shop Drawing/ Document Control is a plus.

Our Flexible & Hybrid Work Culture

We know that work/life integration is important to our employees.  Our hybrid work style (up to 2 days remote per week) allows team members to have flexibility while building their skills through in-person exposure to industry experts. 

Our wellness programs prioritize our team members’ physical and behavioral health. We are an equal opportunity employer committed to inclusion and diversity in the workplace.

The total compensation that we expect to pay for this position is dependent on years of experience, licensure, education and project portfolio but expected to be in the $60,000 to $70,000 range.