Company Description:
Raftelis helps local governments and utilities thrive by providing management consulting expertise to help transform local governments and utilities. We've provided professional consulting services to more than 700 organizations in the last year alone. We work in all areas of management consulting including finance, assessment, communications, technology, executive recruitment, and strategic planning.
We're proud to share that Raftelis has been certified as a Great Place to Work®! 93% of our employees say it is a great place to work, compared to 57% of employees at a typical US-based company. As one of our employees said, "at Raftelis, we maintain a great balance between hard work and allowing staff to focus on their lives outside of work. We also have a strong culture where people genuinely care about each other, and leadership is committed to doing what's best for both our employees and the firm".
Job Summary:
This position will be responsible for handling daily administrative operations including maintaining files, data entry, and meeting and event planning. This position requires the ability to maintain the utmost confidential information and always exercise the highest discretion.
Primary Responsibilities:
Serve as primary executive assistant to Raftelis West leadership team (Project Managers and People Manager) by managing calendars, dynamic priorities, and day-to-day operations
In collaboration with Project Managers, provide assistance with finalizing contracts, presentations, and reports. This includes ensuring that Raftelis Brand Guidelines are followed.
Optimize team collaboration by managing shared mailboxes, SharePoint sites, and intranet content to ensure seamless document control and remote accessibility
Coordinate intricate travel arrangements, conference registrations, and expense reporting
Plan and execute high-profile meetings, conferences, events, overseeing logistics, catering, agenda development, and presentation materials
Support HR-related activities, including onboarding, equipment procurement, and recruitment coordination
Provide office management support to Raftelis West offices by coordinating office supply orders, and any other office needs
Collaborate with cross-functional teams to support critical initiatives
Answers phones, fields employees and clients' requests and questions, retrieves and distributes mail, manages USPS, UPS, and FedEx, orders and replenishes snacks, manages copiers, orders and restocks office supplies, etc.
Serves as a liaison with building management, manages parking passes and access cards, reserves meeting rooms as needed, submits work orders for repairs or maintenance in office.
Manages calendars, schedules meetings, prepares agendas, reserves and prepares facilities, orders food and refreshments for meetings.
Provides administrative support and assistance to Raftelis West team by maintaining records and files, submitting information online, maintaining calendars, etc.
Organizes and maintains files of correspondence, records, and related materials on SharePoint
Data entry into Deltek, our timekeeping and expense reporting system
Assist with communication such as written correspondence (i.e., review, format, etc.), assembling presentations for all staff meetings.
Assist with expense report processing
Manage state registration and local business licenses including registration, tracking, submitting payments, etc.
Coordinates travel schedules, organizes events such as on-site Board meetings, strategic planning meetings, annual retreat, etc. on an as needed basis
Assist other offices as needed. Handles various other ad hoc requests
Project Support
Provide support to Project Managers, as needed, in planning, tracking and executing projects, ensuring deadlines and deliverables are met in alignment with project priorities
Develop action item trackers, integrated calendars, and project documentation
Drive efficiency by implementing tools and workflows to improve team connectivity in hybrid/remote environments
Complete close-out of projects including sending feedback requests to clients, writing project description, and updating resumes, as needed
Business Development Support
Assist in researching and identifying potential clients and business opportunities, conduct market research, and provide insights to inform strategic decisions
Assist with proposal development and RFP responses
Maintain and update HubSpot, communicate with potential clients and partners, and support the business development team in nurturing client relationships
Assist in preparation of reports and presentations for business development opportunities. Coordinate client meetings and prepare briefing materials
Support partnership development and outreach efforts
Bachelor's degree or equivalent experience
Requirements:
Bachelor's degree or equivalent experience
Demonstrated tact, capacity for discreetly handling sensitive and confidential information, and ability to maintain professionalism
Strong proficiency in MS Office (Outlook, Word, Excel, PowerPoint)
Solid oral and written communications skills, including the ability to draft well-written correspondence
Ability to manage own performance independently and effectively
Strong organizational skills and detail oriented
Excellent time management
Willing and able to work in the office Tuesday through Thursday from 8:30 am to 5:30 pm; Monday and Friday can be remote
Preferences:
Notary Public Certification or the ability to earn the certification
Rewards:
Working for a values-based organization focused on growth with an exceptional reputation in its industry, employees receive competitive compensation, generous bonus structure and excellent benefits that include:
100% Company paid medical (50% paid dependent medical) and dental benefits
Health Savings Account with company contributions
Medical and Dependent Care Flexible Spending Accounts
Vision Insurance
Company paid Life and Disability Insurance and Employee Assistance Program
Discretionary paid time off program and education reimbursement program
401(k) with company contributions
Long term care benefits
Pet insurance
Hybrid work schedule (three days in the office and two days remote)
The salary range for the Administrative Assistant position is $70k to $80k. Compensation depends on education, experience, and location.
Additional Information:
To qualify, applicants must be legally authorized to work in the United States, and should not require, now or in the future, sponsorship for employment visa status. We use E-Verify. Raftelis is committed to providing equal employment opportunities and our sincere belief in the dignity of each employee, it is our policy to prohibit harassment based on race, national origin, color, age, sex, marital status, domestic partner status, sexual preference, medical condition, disability, religion, or veteran status.
Raftelis is committed to providing reasonable accommodation for individuals with disabilities in employment. To request a reasonable accommodation to participate in the job application or interview process, contact Lisa Wilson, Director of Human Resources at 704-910-8961.
To learn more about Raftelis and apply, please visit www.raftelis.com (http://www.raftelis.com).
