Administrative Assistant

Benefits :

401(k)

401(k) matching

Bonus based on performance

Dental insurance

Health insurance

Paid time off

Vision insurance

Summary

Delta Oaks Group is seeking a highly organized and proactive Administrative Assistant to provide advanced administrative and operational support to the leadership team and Administrative Department. In this role, you will play a key part in managing daily business operations, improving internal processes, coordinating cross-departmental priorities, and assisting with strategic initiatives across HR, recruiting, finance, and vendor management. This position requires a resourceful and independent thinker who thrives in a fast-paced, intrapreneurial environment, exercises sound judgment, and takes ownership of projects that directly impact company operations.

Positional Responsibilities

The ideal candidate will be highly organized, proactive, and adaptable, with strong problem-solving and analytical skills. Exceptional communication and interpersonal abilities are essential, as the role requires frequent collaboration with internal teams and coordination with administrative vendors and subcontractors.

1. Administrative & Office Support

• Act as the first point of contact for calls, emails, and visitors, routing inquiries to appropriate personnel.
• Provide day-to-day assistance with scheduling, meeting coordination, and document preparation.
• Manage incoming and outgoing mail, packages, and office correspondence.
• Support the Office Manager in coordinating facilities requests, office supply orders, and vendor follow-ups.
• Support scheduling of meetings, conference rooms, and company events.
• Assist with creation and distribution of internal communications, company updates, and newsletters.

2. Executive & Departmental Assistance

• Provide calendar management and scheduling support to the Director of Administration and other leaders as required.
• Coordinate client lunches and gifts for staff and executives.
• Support preparation of reports, presentations, and meeting materials.
• Assist in managing administrative project deadlines, tracking action items, and following up on deliverables for Administrative Director

3. HR & Recruiting Support

• Assist the HR Generalist with onboarding, offboarding, and maintaining personnel files.
• Prepare welcome packages for new hires and coordinate Day 1 logistics.
• Assist in scheduling candidate interviews and facilitate communication between applicants, hiring managers, and recruiters.
• Support tracking of employee recognition programs, milestone celebrations, and company swag orders.

4. Finance & Vendor Coordination

• Assist with basic expense tracking, invoice processing, and vendor onboarding paperwork.
• Support the Finance team with reconciling receipts and maintaining organized financial records.

5. Company Culture & Event Support

• Assist with planning and execution of company-wide events,
• Help organize quarterly MVP and Award programs.
• Partner with the Director of Administration to drive employee engagement and maintain a positive, collaborative workplace.

Given the fast-paced nature and tight timelines of many projects, the ideal candidate must demonstrate a strong work ethic, adaptability, and excellent interpersonal skills to thrive in a dynamic environment where effective communication with team members and administrative partners is essential.

Computer Software Requirements

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Adobe Acrobat
• Comfortable using project management and collaboration tools (e.g., Teams, SharePoint, QuickBooks, Expensify).

Experience / Minimum Requirements

• Minimum 2 years of administrative support experience (preferably in engineering, telecom, or a professional services environment).
• Experience coordinating schedules, travel, and vendor communications.
• Highly organized and detail-oriented.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to interact across all levels of the organization.
• Discreet and professional with confidential information.
• Positive attitude with a growth mindset in an intrapreneurial setting

Preferred Qualifications

• Experience supporting HR, recruiting, or finance functions.
• Familiarity with telecom, civil / structural engineering, or field operations environments.
• Prior experience managing internal communications or social media updates.

Culture

Delta Oaks Group is a multi-disciplinary engineering firm specializing in civil, structural, and geotechnical solutions for telecommunications, renewable energy, and infrastructure projects. Founded on the principle of delivering unparalleled client service and providing employees an exceptional work environment, we foster an intrapreneurial culture where team members take ownership, think proactively, and collaborate across departments to drive success. We value problem-solving, innovation, and adaptability, encouraging employees to propose ideas, improve processes, and thrive in our fast-paced, multi-state environment. We believe hard work, honesty, and respect are the foundation for achieving success together.

Educational Requirements

High school diploma or equivalent required; associate degree preferred.

Working Conditions

This role is primarily office-based. Standard office hours, Monday to Friday. Occasional lifting of packages and office supplies (up to 20lbs)

Travel

0% travel required.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Delta Oaks Group

Delta Oaks Group is a professional engineering firm offering site development, inspection and structural engineering services throughout the United States and Its Territories with a focus in the commercial and telecommunications industries.

Delta Oaks Group was established on two basic principles that we believe drive service based business :

• Provide superior client service
• Hire and retain exceptional talent

At Delta Oaks Group, our objective is to focus on core values in order to rekindle the traditional small business philosophies that are so often neglected in today's business landscape. We believe this starts by focusing on the people with which we share our professional environment, thereby respecting those we work for (clients) and those we work with (colleagues). Valuing and understanding both your client's and colleague's vision of long-term success and their incremental objectives along the way; establishing a collaborative and transparent communicative environment regarding the professional achievements and challenges associated with those objectives; and committing to the hard-work and dedication necessary to help achieve those long-term goals are all prerequisites Delta Oaks Group believes are essential to creating a true PARTNERSHIP that promotes the success of both parties.

Delta Oaks Group firmly believes that its success can only be achieved through focusing on the two most important assets of the technical service business; clients and employees. Exceptional technical services are driven by unique talent that possesses the willingness and ability to seek and comprehend client needs while consistently exhibiting an unrelenting attention to detail and desire to settle for nothing but the best. The Delta Oaks Group difference is coupling this approach with superior client service founded on unmatched client responsiveness, transparency, and client-tailored managerial systems and communication protocols.

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