Admin Assistant

Administrative Assistant


What does balancing your professional and personal lifestyle mean? The answer is different for everyone. For many W-Trans employees, it means actually working a 40-hour work week. It means having the flexibility to work remotely at least three days a week if you choose, and the ability to work flexible hours that fit your lifestyle and family needs. It means producing great work that you find professionally fulfilling.


What are We Looking For?


We are seeking an Administrative Assistant to join a dynamic admin team. A successful candidate may be just starting out in their administrative career or an experienced administrative professional looking for a healthy work-life balance.


W-Trans feels strongly about supporting the professional development of all staff for the sake of long-term satisfaction and their success. Thus, beyond the core responsibilities noted below, there is some flexibility in the future development of the role. For instance, a candidate with an interest (or background) in marketing may be supported in learning Adobe InDesign to assist on larger proposal efforts; alternatively, a bilingual candidate interested in translation support services may be incorporated in presentation preparation or community engagement on projects. It should be noted that these examples are not exhaustive but are being shared to give an idea of the varied opportunities for growth in this role.


Core Responsibilities


  • Proofread and format reports, presentations, and other documents primarily using Microsoft WORD and Adobe Acrobat
  • Assist with document control including physical and digital filing
  • Support local office operations both virtually and in the office
  • Communicate with internal and external parties via email, messaging programs, and phone
  • Perform various administrative office tasks as needed


 Qualifications & Experience


  • High school diploma/GED required; college coursework/degree preferred (or equivalent experience)
  • Two+ years of professional experience in a similar role preferred
  • Comfortable with computers; experience with Microsoft Office Suite required (particularly WORD, Excel, and PowerPoint); familiarity with Microsoft Office 365 a plus
  • Excellent writing, organizational, and communication skills
  • Demonstrated ability to collaborate in a teamwork-oriented environment through strong communication and interpersonal skills
  • Project and task management skills, with strong attention to detail
  • Proactively manage time and workload with limited supervision; ability to prioritize work and problem-solve in order to meet established deadlines on a variety of simultaneous, sometimes urgent, tasks


Additional Skills of Interest


The following skills are not expected or required but would be valued!


  • Experience in a similar role at a professional services firm
  • Working knowledge of Adobe Creative Suite; particularly InDesign or Illustrator
  • Fluency in Spanish and an interest in translation
  • Experience with reading contracts
  • Understanding of marketing, and/or graphic design fundamentals
  • Experience with basic website (WordPress) and professional social media upkeep


Compensation and Benefits


This is a full-time position in a professional office setting. The salary range for this position is $60,000 to $85,000. Note, the salary range is unusually wide for this position due to the flexibility in the role pertaining to level of experience and qualifications; starting salary will be offered based on experience.


W-Trans prides itself on maintaining a highly-collaborative, employee-focused workplace and offers the following to its staff:


  • Full Benefits package with 100 percent coverage towards select medical and dental plans plus coverage for dependents
  • 401k plan with 4 percent employer match
  • A path to firm ownership, including profit-sharing for owners
  • Company commitment to sharing financial success through generous employee bonuses
  • Two weeks vacation accrual; increases with tenure starting after three years
  • Two weeks sick leave
  • Nine holidays, including two “floating” holidays to accommodate personal celebrations
  • Monthly transportation subsidy of up to $62 for transit passes, parking at transit stations, public parking near Santa Rosa office, or similar qualified transportation costs
  • Hybrid work schedule with three days per week of remote work if desired
  • Flexible work hours, including option to work a traditional 40-hour work week or a 9/80 schedule


About W-Trans


W-Trans provides traffic engineering and transportation planning services throughout the Bay Area and California from offices in Santa Rosa (Sonoma County) and downtown Oakland.  Our aim is to provide services that are inclusive and encompass the mobility needs of all potential users by balancing the technical needs and functionality of traffic with the desire of communities to create more livable streets and sustainable transportation systems.


An employee-owned company with over 75 percent of staff currently having ownership, W-Trans cultivates an employee-first work environment and culture. We are committed to creating a diverse and inclusive organization; therefore, all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, family status, or veteran status, and are encouraged to apply!


To apply, please e-mail a letter of interest and resume to For more information about W-Trans, please visit our website at