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Administrative Coordinator

Alpha Corporation established in 1979, is a full-service woman-owned firm, providing civil, and structural engineering, program and construction management, project controls, and technology services for various building types, transportation, and heavy infrastructure projects. We provide services to a broad spectrum of clients, including all levels of government agencies, public and private enterprises/partnerships.

Alpha has been performing civil engineering design services since the firm's inception. Our vision is to be recognized by our clients for responsive, innovative, and quality services in the building, transportation, and infrastructure sectors, and to be the employer of choice. Alpha was awarded the ENR Mid-Atlantic 2022 Design Firm of the Year and Top 100 PM/CM firm.

We are currently seeking a part-time Administrative Coordinator for a period of six months to support our growing team in Virginia Beach, VA.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Administrative Coordinator to provide administrative and project support to a Senior Vice President within a construction consulting firm.

This position is ideal for someone who enjoys keeping things organized, helping move projects and priorities forward, and stepping in wherever administrative support is needed. The successful candidate will be comfortable working with Excel spreadsheets, PowerPoint presentations, meeting materials, reports, schedules, and other business documents, while also managing multiple priorities and deadlines.

This is a hands-on support role for someone who can anticipate needs, follow through on assignments, and help ensure that important tasks and initiatives continue moving forward.

Key Responsibilities Administrative & Executive Support

• Provide day-to-day administrative support to the Senior Vice President.
• Help organize and prioritize tasks, projects, meetings, and follow-up items.
• Maintain calendars, schedules, meeting agendas, and action-item lists as needed.
• Prepare, organize, and distribute meeting materials.
• Follow up on outstanding items and help ensure deadlines are met.
• Assist with coordinating meetings, conference calls, and internal activities.
• Handle general administrative tasks and special projects as assigned.

Excel & Data Support

• Create, maintain, and update Excel spreadsheets.
• Organize and track information, deadlines, project data, budgets, staffing information, and other business-related information.
• Compile information from multiple sources into organized spreadsheets and reports.
• Assist with basic data analysis, tracking, and reporting.
• Improve and maintain existing spreadsheets and tracking tools.

PowerPoint & Presentation Support

• Create and update PowerPoint presentations and meeting slides.
• Format presentations so they are professional, clear, and consistent.
• Compile information, graphics, charts, and data for presentations.
• Assist with preparing presentations for leadership meetings, client meetings, and internal events.
• Make updates to presentations based on changing information and priorities.

Coordination & Follow-Through

• Help keep projects, initiatives, and administrative tasks moving forward.
• Track action items and follow up with appropriate individuals.
• Coordinate information between departments and team members.
• Identify items that need attention and bring them to the appropriate person's attention.
• Assist with special projects and company initiatives.
• Take ownership of assigned tasks from beginning to completion.

Qualifications

• Entry-level - administrative, coordination, project support.
• Construction, engineering, consulting, or professional services experience is a plus.
• Strong proficiency with Microsoft Excel and PowerPoint.
• Proficiency with Microsoft Word and Outlook.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and use good judgment.
• Professional and comfortable communicating with employees, managers, executives, clients, and outside contacts.
• Ability to maintain confidentiality and handle sensitive business information.

The Ideal Candidate

The ideal candidate is someone who:

• Takes initiative rather than waiting to be told every next step.
• Is naturally organized and enjoys keeping things on track.
• Can take a loosely defined assignment and turn it into a finished product.
• Is comfortable working in Excel and PowerPoint.
• Has a strong eye for detail and presentation.
• Can juggle several projects and priorities at the same time.
• Is dependable and follows through.
• Enjoys being the person who helps "make things happen."
• Is comfortable working in a fast-paced construction consulting environment.
• Can anticipate what an executive or project team may need before being asked.

EEO Statement

Alpha Corporation is an equal-opportunity employer. We will not discriminate against employees or applicants for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability or military status, or any other protected class. This policy shall apply to all employment actions, including but not limited to recruitment, hiring, upgrading, promotions, transfer, demotion, layoff, recall, termination, rates of pay, or other forms of compensation and selection for training, including apprenticeship, at all levels of employment.