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 .