Overview: Since 1999, Core States Group has collaborated with clients to create a world where all environments improve everyday life. With 24 offices in the United States and Canada, the company designs, builds, and manages projects and programs across North America and has been recognized on top lists throughout the architecture, engineering, and construction (A/E/C) industry. Headquartered in West Chester, PA, Core States Group offers integrated solutions with seamless continuity, and many of the world's most notable brands count on Core States Group to deliver compelling design and drive speed to market. The company is industry-recognized for expertise across several markets, including convenience, corporate, distributed generation, financial, grocery, housing, industrial, restaurants, retail, semiconductor, and ZEV infrastructure. For more information, visit .
Summary of Position: The
Administrative Assistant sitting out of our Corporate Headquarters in West Chester, PA, you thrive working in a fast-paced environment, supporting others, and takes pride in ensuring details are accurate and on time. Based at the front desk of our headquarters, this individual will be the first point of contact for guests and vendors and will provide administrative support to our CEO, CFO, and internal teams including legal and HR.
One of the core responsibilities of this role is managing and maintaining our state business and professional registrations in collaboration with our registered agent (CT Corporation). This position will require a strong lift in reviewing, updating, and ensuring compliance across all states for both business entities and licensed professionals.
Who you are: You demonstrate strong communication and enjoy fostering strong relationships. You proactively seek opportunities to improve processes which offer better ideas, thus supporting innovation. You want to be part of a strong culture that is built upon respect and teamwork. You are professional, accountable and commit to learning. You align with our Core Values of: Integrity, Service, Excellence, Innovation, Inclusion.
Responsibilities: - Support daily hospitality needs for the CEO, CFO, and visiting executives, including coordinating meals and ensuring a well-prepared executive space.
- Serve as the main administrative liaison for CT Corporation regarding state business and professional licensing/registration.
- Track, maintain, and renew all state registrations for the company including processing licensing fees and track licensing expenses.
- Maintain a comprehensive database and calendar of all licenses across multiple company entities.
- Review and revise current documentation and filings to ensure accuracy and compliance across all jurisdictions.
- Provide high-level administrative support to the CEO and CFO.
- Play a key role in reinforcing a welcoming and inclusive office culture, including supporting internal engagement efforts and event coordination alongside HR and the office service lead. The position is in-office a minimum of 4 days per week sitting at the front desk.
- Collaborate cross-functionally with other departments to ensure smooth office operations, including managing conference room schedules, setup, and cleanliness for internal and external meetings.
- Handle office support tasks such as sorting and mailing packages, managing office supplies, and coordinating facility-related needs.
- Serve as an in-house Notary Public for documentation as needed.
Qualifications: - High School Diploma, advanced education a plus
- Proven experience in administrative roles, preferably in a professional services or A/E/C environment
- Previous experience supporting executive level and senior management
- Familiarity with business registration processes and working with registered agents
- Experience with multi-state compliance with professional services firms is preferred
- Comfortable managing confidential information with discretion
- Notary Public preferred (or willingness to become commissioned shortly after hire)
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Team: You will work within our Human Resources Team and report to our Sr. Director., Human Resources.
Work Location: This role will sit at our West Chester office 4 days a week.
Benefits: - Medical Insurance
- Paid Time Off
- Parental Leave
- Dental Insurance
- Vision Insurance
- 401(k) matching
- Salary range is dependent on experience and location
Note: Please do not be concerned if you do not meet every requirement. At Core States we are dedicated to building a diverse and inclusive workplace, so if you are excited about this role but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
This position will remain open until it is filled.