Administrative Assistant

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

As an Administrative Assistant for our New York office, you will play a pivotal role in providing comprehensive administrative support. Responsibilities encompass aiding Office Leaders with their day-to-day tasks, such as scheduling meetings, events, presentations, client interviews, and handling data entry. Additionally, the assistant will contribute to office operations by managing client/visitor interactions, scheduling employment interviews, and ensuring adherence to office policies and protocols.

This role provides onsite support Monday through Friday with the hours 8 am - 5 pm.

Your Role

• Ensure general office organization and tidiness, including pantries, conference rooms, and library areas.
• Provide general office support, ensuring well-stocked office supplies and overall organization and tidiness for the New York office.
• Organize lunch meetings, including setup and cleanup.
• Familiarize with office systems such as Deltek VantagePoint, Hubspot, etc.
• Sort, distribute, and prepare daily incoming and outgoing mail/FedEx.
• Serve as a liaison for the office with the building landlord, Reprographics Company, etc.
• Organize office events.
• Perform light clerical duties such as data entry (entering/scanning contacts), typing, and filing.
• Handle printing, copying, and collating documents and large-size drawings.
• Assist in marketing functions, including preparing presentations, brochures, marketing collateral, and supplies, managing social media, and other communication tools and initiatives for each office.
• Aid in preparing proposals.
• Assist in opening project numbers in Deltek Vantagepoint.
• Support in generating project reports from Deltek Vantagepoint.
• Assist in the intake, filing, and distribution of project-related material submittals in Newforma.
• Help with stamping or sealing drawings for the state or city.
• Prepare correspondence, such as letters of transmittal, cover letters, etc.

Qualifications

• Ability to work under pressure and maintain composure
• Ability to handle multiple tasks at one time
• Ability to interface courteously and efficiently with staff/visitors
• Excellent verbal and written communication skills
• Strong computer skills, including Microsoft Office programs and Internet skills 

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.

With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.

The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record's Top 500 Design Firms and the top 30 interior design firms in Interior Design magazine's Top 100 Giants. For more information, visit www.waremalcomb.com.