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Office/Administrative Assistant

Posted: October 5, 2023 | Open until position is filled

Position overview

Zan Associates is in search of a full-time office/administrative assistant. In this

administrative-level position, you would provide support to an expanding team of engagement specialists,

communications professionals, and urban and transportation planners, and report to the Office Manager.

You would lead office inventory management and supply ordering, office space organization and

maintenance, and project support activities such as meeting scheduling, event logistics and staging, print

material production, and data entry. The position requires an individual who is organized, can take

ownership of tasks, has initiative and good problem-solving skills. Occasional evening or weekend hours

may be required. Specific tasks associated with this role include:

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  • Provide support for meeting and event logistic coordination

  • Stage and coordinate materials and equipment for events

  • Help produce print materials: display boards, mailings, flyers, etc.

  • Purchase/order refreshments and materials for internal and external meetings and events

  • Coordinate internal meetings: date, location, audio/visual needs, materials, refreshments

  • Manage internal room and equipment reservations

  • Answer phones, distribute voicemails

  • Manage and distribute mail

  • Order, organize and maintain office supplies

  • Serve as point of contact for certain vendors

  • Provide frequent office maintenance including unloading the dishwasher, watering plants, maintaining cleanliness of meeting areas and common spaces, etc.

  • General office support and errands

Desired abilities and experience

The ideal person would have the following skills, experiences, and education:

  • Aligns with Zan’s core values:

    • We are passionate about the work

    • We’re resourceful

    • We get the job done

    • We are experts and are professionally opinionated

    • We believe in excellence and innovation

    • We’re fun to work with

    • We care about and support our staff

  • High school diploma required, associates degree or higher preferred (equivalent work experience may be considered in exchange for education)

  • Minimum of two years of administrative experience required

  • Excellent organizational skills and the ability to work as part of a team and in a self-directed environment

  • Proficiency with the MS Office software suite, including Word, Excel, and PowerPoint

  • This position includes coordination and delivering of equipment and materials for out-of-office events, so the candidate must have a valid driver’s license and able to drive (a company vehicle is available for events), and be able to lift and carry up to 30 pounds.

  • Administrative experience working for a fast-paced consulting or professional services firm or a job where you need to track and report the hours you work to specific projects or clients; and experience working for a consultant company in the architecture, engineering, and construction (AEC) industry are pluses

  • Experience supporting diversity, equity and inclusion principles is a plus

  • Proficiency in speaking, writing and reading multiple languages is a plus

Salary

$42,436-$51,500, depending on qualifications

Position location

Downtown Minneapolis. This is an in-office position.

About Zan Associates

Zan Associates’ core focus is to build communities by giving people a voice. Our purpose is to provide creative and authentic engagement, communications and planning primarily for infrastructure projects. We hire people who want to influence and shape the communities we live, play and work in. We value diverse perspectives, and we seek to elevate historically underserved communities. We provide employees with competitive salaries and benefits including medical, dental and retirement, and perks like a flexible work schedule and location, a transit pass or bicycle/vehicle parking, cell phone, and frequent company and team outings. We are located in downtown Minneapolis and work with a wide range of public agencies in the Twin Cities, throughout Minnesota and in the Pacific Northwest. More information about our firm can be found at www.zanassoc.com.

How to apply?

If you are ready to be part of the Zan Associates team, please send a cover letter with an

explanation of why your experiences are relevant for this position along with your resume and references

to hr@zanassoc.com.

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Zan Associates is a certified minority- and woman-owned small business, committed to creating a diverse

environment and is proud to be an equal opportunity employer. All qualified applicants will receive

consideration for employment without regard to race, color, religion, gender, national origin, disability

status, protected veteran status or any other characteristic protected by law.

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