Administrative Assistant

Provide organizational support to the Ayres Associates’ Cheyenne office in a variety of administrative functions.

This dynamic position will include providing business management support to the Cheyenne office under the direction of the vice president. This role requires in-depth knowledge of day-to-day office management needs along with a strong desire for a variety of tasks, and the ability to work collaboratively across the organization. Administrative activities will include assisting/managing contract paperwork, office & supply management, conference and travel management and coordination, and providing business management and budget tracking support. The position may also require quality control review of final documents, developing quality management systems, document formatting, file management, strategic planning support, proposal management, client relationship management, and more.

On any given day, you’ll:

• Opportunity Coordination & Management – Ensure that all divisional project opportunities and project/client contacts are entered into client relationship management software by working with Development Services’ project managers and leadership.


• Office Management – Coordinate with office staff on equipment, expenses, cleaning, and coordinating other office needs, as needed.


• Office Administration – Lead the administration efforts to support the needs of the office. Has decision making authority on efforts to improve office efficiency.


• Document Management and Formatting – Ensure final documents, letters, and deliverables are high-quality by checking format, QC’ing grammar and punctuation, and creating final deliverables. Ensure final documents are filed in the correct locations and delivered to clients.


• Strategic Planning Support – Supporting vice president and managers in corporate planning and strategic vision through systems, tracking, and budget requests.


• Proposal Management – Helping with go/no-go forms and coordination with proposal manager to provide necessary information for proposals (i.e. resumes, project examples, photos, graphics, etc.).


• Conference Management and Support – Managing conference registrations, sponsorships, budgets, handouts, and equipment for conferences. Managing conference client relationship tracking and ensuring equipment is returned and in working condition.


• Project Support – Providing project support as needed. This may include social media posts, compiling information, researching, data compilation, QC, printing, document production, report delivery, and more.


• Special Projects – could include designing graphics, tables, and/or other visual aids as requested by the team. Could be related to progressing the organizations’ strategic plan/VTO, or office organizational projects as the office grows.

Required Qualifications:

• A bachelor's degree in a related field or 5+ years of related experience.


• The position requires a high level of confidentiality, attention to detail, accuracy, productivity, and communication skills.


• Successful candidates should be able to work independently, efficiently, and be organized.


• Ability to work with a varied team of designers and technical staff to ensure accuracy and efficiency on work products and have a good track record of networking and developing strong relationships with others.


• Understanding and experience working in a variety of computer programs, including Microsoft Word, Excel, PowerPoint, Publisher, InDesign, Adobe, Deltek, CRM Software, and more.


• Demonstrated superior writing, research, project management, and organizational skills.


• Ability to lift up to 30-lbs.


• Valid driver's license and good driving record required.

Preferred Qualifications:

• A strong communicator who is comfortable working independently and with a team.


• Dependable, organized, flexible, service-minded, open to learning new things, and having the ability to multi-task.


• Graphic design, video editing, and in-design capabilities are helpful, but not a requirement.


• Ability to maintain a positive attitude and establish a professional, welcoming and inclusive environment for anyone working with the company.


• Experience with programs such as, Adobe Suite and Microsoft Publisher is beneficial.


• Good understanding of the engineering/environmental/design industry or previous experience working for an industry consulting company.

Benefits of being part of the Ayres team:  

• Health, dental, and vision Insurance. 


• Short and long-term disability and life insurance. 


• Employee stock ownership plan (ESOP) and 401K with company match. 


• PTO, paid holidays including two floating holidays, and a flexible work schedule. 


• Professional development opportunities. 

Please note, benefits vary depending on job status. To learn more about our great benefits, visit our website at  https://www.ayresassociates.com/careers/the-ayres-advantage/