Administrative Assistant

What We're Looking For

At HNTB, you can build a career that is meaningful to you while helping shape the communities we all live in. For over a century, we've helped deliver some of the most impactful infrastructure projects across the country - and with our continued growth, it's an exciting time to be part of our team of employee-owners.

In this role, you'll support managers and department staff by helping with scheduling, calendar coordination, travel arrangements, correspondence, mail distribution, filing, and other administrative tasks that keep the team running smoothly. You'll work closely with Outlook, Word, Excel, PowerPoint, Teams and other HNTB systems, so being comfortable using and learning new software is important.

The standard schedule is 8 : 00 AM to 5 : 00 PM, with the occasional need to start earlier or stay later to support executive meetings or onsite events. We appreciate flexibility and teamwork, and we'll always communicate those needs in advance whenever possible.

Targeting Start Date in early January 2026.

What You'll Do :

Maintains calendars and schedules appointments.

Coordinates and schedules meetings and prepares meeting agendas.

Coordinates and arranges travel and accommodations, and prepares travel itineraries.

Directs incoming calls, welcomes visitors, and answers routine questions. Sorts and distributes incoming mail and prepares outgoing mail.

Compiles basic reports or presentations with information from established sources as directed. Prepares a variety of correspondence with a moderate degree of guidance.

Organizes and maintains office files (electronic and hardcopy) and records in accordance with internal retention policy and procedures.

May perform data input and prepare forms in support of the manager or department.

Performs other duties as assigned.

What You'll Need :

High School Diploma / GED or equivalent

2 years related administrative experience

What We Prefer :

Ability to maintain confidentiality

Planning, time management, and organizational skills

Ability to balance multiple tasks and changing priorities

Oracle iExpense

Ordering / stocking office supplies

Additional Information

Click here for benefits information : HNTB Total Rewards

Click here to learn more about Equal Opportunity Employer / Disability / Veteran

#RN

Locations : Chicago, IL

The approximate pay range for Illinois is $22.61 - $33.91. Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual's qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

NOTICE TO THIRD-PARTY AGENCIES :

HNTB does not accept unsolicited resumes from recruiters or agencies. Any staffing / employment agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of HNTB. HNTB will have the right to hire that applicant at its discretion and without any fee owed to the submitting staffing / employment agency, person or entity. Staffing / employment agencies who have fee agreements with HNTB must submit applicants to the designated HNTB recruiter to be eligible for placement fees.

Job Type : Regular

Full / Part Time : Full time

Job Category : Administration Group

ReqID : R-27998