Job description

Administrative Assistant Location: Project-Based Employment Type: Full-Time Travel: No Travel Required Support the Teams Delivering Mission-Critical Infrastructure The successful delivery of hyperscale data centers and mission-critical infrastructure depends on strong project support, accurate documentation, effective communication, and exceptional administrative coordination. Administrative Assistants play a critical role in helping project leaders stay organized, ensuring information flows efficiently, and supporting the day-to-day operations that keep projects moving forward. As an Administrative Assistant with Michels Infrastructure Solutions, you will provide administrative support to project leadership and operational teams while serving as a trusted resource for project personnel, vendors, subcontractors, and corporate support functions. About Michels Infrastructure Solutions Michels Infrastructure Solutions (MIS) brings together the full capabilities of the Michels Family of Companies under a Super General Contractor (Super GC) model, providing mission-critical owners and developers with a single point of accountability for every phase of project execution. By combining self-performed specialty design, construction, and commissioning services, MIS delivers large-scale, multidisciplinary projects with greater control over safety, quality, schedule, and cost. MIS specializes in the delivery of hyperscale data centers and mission-critical facilities, leveraging expertise across mass grading and site development, wet and dry utilities, fiber and telecommunications infrastructure, ground improvement, deep foundations, structural concrete, power infrastructure, and commissioning. Our integrated delivery approach enables customers to partner with a single-source team capable of executing some of North America's most complex and demanding infrastructure projects. Position Overview As an Administrative Assistant , you will provide day-to-day administrative support to project leadership and operational teams under minimal supervision. This role requires a highly organized and detail-oriented professional who can effectively manage multiple priorities while maintaining confidentiality, professionalism, and accuracy. You will support Project Directors and project leadership teams by coordinating schedules, managing correspondence, preparing reports, processing invoices, maintaining records, coordinating training materials, and assisting with a variety of project administrative functions. Success requires strong communication skills, exceptional organizational abilities, attention to detail, sound judgment, and the ability to thrive in a fast-paced project environment with changing priorities. Key Responsibilities Provide administrative support to project leadership, operations teams, and other departments as assigned. Coordinate meetings, calendars, schedules, travel arrangements, and administrative activities. Prepare and distribute correspondence, reports, presentations, and project documentation. Process invoices, payment requests, and related administrative records. Maintain project records, payroll documents, reports, and filing systems with a high degree of accuracy. Promote a strong health, safety, environment, and quality (HSEQ) culture throughout all administrative activities. What You'll Do Support Project Directors and project leadership teams with daily administrative responsibilities. Manage complex calendars, scheduling priorities, meeting requests, and appointment coordination. Coordinate travel arrangements, lodging accommodations, transportation logistics, and expense reporting. Prepare meeting agendas, presentations, executive correspondence, reports, and other business communications. Write, proofread, distribute, and maintain professional correspondence and project documents. Process incoming and outgoing mail, packages, and administrative communications. Review invoices for accuracy, prepare documentation for approval, and coordinate with Accounts Payable for processing and follow-up. Facilitate internal billing activities and assist with tracking invoice payment status. Track payroll records and perform transactional data entry with a high degree of accuracy. Scan, organize, maintain, and file payroll and project-related documentation. Coordinate the production and distribution of training materials and project communications. Maintain department documentation, records, templates, forms, and standard materials. Support corporate and divisional teams with various administrative and clerical activities. Maintain confidentiality when handling sensitive company, employee, financial, and project information. Assist with special projects and other administrative assignments as needed. Why Michels Infrastructure Solutions, Inc.? We deliver some of North America's largest and most complex hyperscale data center and mission-critical infrastructure projects. We leverage a unique Super GC delivery model that combines specialty construction capabilities under a single-source execution approach. We provide exposure to every phase of project delivery, from planning and procurement through commissioning and turnover. We are family owned and operated. We invest an average of $5,000 per employee per year in training and career development. We perform meaningful work that supports cloud computing, artificial intelligence, digital connectivity, and economic growth. We believe everyone is responsible for promoting safety, regardless of job title. We are part of the Michels Family of Companies, one of North America's largest and most diversified energy and infrastructure contractors. We offer opportunities for advancement across project support, operations, administration, and business functions. Comprehensive Benefits Package Health Insurance Dental Insurance Life Insurance Flexible Spending Accounts (FSA) Health Savings Account (HSA) Short-Term Disability Insurance Long-Term Disability Insurance 401(k) Retirement Plan Legal Plan Identity Theft Protection and Monitoring Plan Benefits may vary based on position and location. Why You? You like to surround yourself with dedicated, value-driven people. You relish new challenges and evolving technology. You cringe when you hear: “Because that's the way we've always done it.” You are highly organized and enjoy keeping teams on track. You take pride in accuracy, professionalism, and attention to detail. You enjoy supporting leaders and helping others succeed. You thrive in fast-paced environments with multiple competing priorities. You want to work to make a difference. What It Takes High school diploma or GED and 3+ years of related administrative experience , or an equivalent combination of education and experience. Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Demonstrated ability to manage multiple priorities while maintaining accuracy and professionalism. Strong organizational, administrative, and time-management skills. Excellent verbal and written communication skills with the ability to create accurate, clear, and concise correspondence. Experience supporting executives, project leadership teams, operations groups, or business professionals. Experience processing invoices, managing records, coordinating schedules, and supporting office operations. Strong customer service skills, both face-to-face and through phone and electronic communications. Ability to maintain confidentiality and handle sensitive information with discretion. Strong attention to detail and commitment to producing high-quality work. Associate's degree is preferred but not required. Notary Public licensure, or the ability to obtain Notary Public licensure, is preferred. Construction, engineering, infrastructure, project support, or professional services experience is preferred. No travel required. Work Environment Primarily works in a climate-controlled office environment with minimal safety or health hazard exposure. Works at a steady to fast pace with frequent interruptions and changing priorities. Regular use of computers, office equipment, filing systems, and communication tools. Frequently required to work at a desk and use hands for typing and document handling. Regularly lifts and/or moves up to 25 pounds and occasionally more with assistance. Requires close vision and the ability to adjust focus. Join a company that powers progress. Be a part of Michels Infrastructure Solutions, Inc.—where you don't just support projects, you help deliver the future of mission-critical infrastructure. AA/EOE/M/W/Vet/Disability michels.us

Requirements

Must-haves

Administrative Assistant
Location: Project-Based Employment Type: Full-Time Travel: No Travel Required
Support the Teams Delivering Mission-Critical Infrastructure
Provide administrative support to project leadership, operations teams, and other departments as assigned.
Coordinate meetings, calendars, schedules, travel arrangements, and administrative activities.
Prepare and distribute correspondence, reports, presentations, and project documentation.
Process invoices, payment requests, and related administrative records.
Maintain project records, payroll documents, reports, and filing systems with a high degree of accuracy.
Promote a strong health, safety, environment, and quality (HSEQ) culture throughout all administrative activities.
Support Project Directors and project leadership teams with daily administrative responsibilities.
Manage complex calendars, scheduling priorities, meeting requests, and appointment coordination.
Coordinate travel arrangements, lodging accommodations, transportation logistics, and expense reporting.
Prepare meeting agendas, presentations, executive correspondence, reports, and other business communications.
Write, proofread, distribute, and maintain professional correspondence and project documents.
Process incoming and outgoing mail, packages, and administrative communications.
Review invoices for accuracy, prepare documentation for approval, and coordinate with Accounts Payable for processing and follow-up.
Facilitate internal billing activities and assist with tracking invoice payment status.
Track payroll records and perform transactional data entry with a high degree of accuracy.
Scan, organize, maintain, and file payroll and project-related documentation.
Coordinate the production and distribution of training materials and project communications.
Maintain department documentation, records, templates, forms, and standard materials.

Nice-to-haves

Associate's degree is preferred but not required.
Notary Public licensure, or the ability to obtain Notary Public licensure, is preferred.
Construction, engineering, infrastructure, project support, or professional services experience is preferred.

Application prep

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Platform: greenhouse
Effort: quick

Benefits

Benefits detected in the listing.

Health Insurance

Dental

Vision

401(K)