Administrative Assistant

What We're Looking For

At HNTB, you can build a career that feels meaningful while helping create communities that matter to all of us. For more than a century, we’ve delivered solutions for some of the largest and most complex infrastructure projects across the country. With our continued growth, it’s an exciting time to join our team of employee‑owners.
We are seeking a warm, reliable, and career‑driven administrative professional to support our Chicago office. The ideal candidate will serve as the welcoming presence for our team and visitors, acting as an operational anchor and positive representative of the firm.
This role is a great fit for someone who enjoys a dynamic environment—balancing hospitality, office coordination, and opportunities to learn financial data management as you grow with the firm.
While working under a moderate degree of supervision, this position provides general administrative support to managers and department staff.
Administrative Functions Include:
Front Desk
• Serve as the primary point of contact for visitors and clients.
• Support onsite security protocols, visitor registration, and access control.
• Maintain a polished, welcoming office environment.
Meeting & Event Logistics
• Coordinate onsite meetings and internal events as assigned.
• Manage catering, food orders, and room setup/breakdown needs.
Facilities & Inventory Management
• Serve as the liaison for facility needs; submit and track work order requests.
• Oversee ordering, stocking, and inventory management for office and pantry supplies.
Administrative Support
• Provide administrative assistance and special project support as assigned.
• Complete expense reports for designated executives.
Candidate Expectations:
Reliability:
This is an in-office role that offers opportunities to grow and build your administrative skill set. A consistent, dependable presence is essential for supporting office operations and the team.
Technical Proficiency:
Comfort using Outlook, Word, Excel, PowerPoint, and additional HNTB software applications. Excited to learn financial data management (Oracle) for expense reporting and facility operations.
Agility:
A positive, flexible attitude with the ability to move between administrative tasks, facility coordination, and basic financial responsibilities.
Professionalism:
Strong communication skills and a polished, welcoming demeanor suitable for interacting with executives, guests, and team members.

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:

• Please have a calendar up to date for interviews.

• Handles sensitive information with discretion.

• Creates a welcoming, well-organized office environment and adapts to shifting priorities.

• Strong communication skills for executives, clients, and guests.

• Detail-oriented, quick to learn new processes and systems (e.g., Oracle), and open to coaching.

• Motivated to grow professionally and eager to take ownership of responsibilities.

Additional Information

Click here for benefits information: HNTB Total Rewards

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

Visa sponsorship is not available for this position.

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Locations:

Chicago, IL

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The approximate pay range for Illinois is $23.18 - $34.76. 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.

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The approximate nation wide pay range for this position is $21.07 - $39.50. 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.

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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.