Administrative Assistant

Your Role

• Coordinate outside vendor Lunch & Learns/AIA CEU opportunities
• Coordinate internal training calendar
• Meeting scheduling logistics (calendar management and booking for kickoffs, large client meetings, business development, new hire interviews, employee reviews, etc.)
• Manage vendor/material library catalog for architecture & interiors teams
• Manage office seating chart and updates
Office Cultural / Social Ambassador:
• Ordering lunches, snacks, beverages, and office supplies
• Assistance with scheduling office outings (event & restaurant reservations, etc.)
• Collaboration with corporate HR and IT departments.
• Marketing coordination - event signups, project photography, social media, manage branded office SWAG
Coordination with Building Management:
• Management of keys, fobs, fitness center waivers for all office staff
• Scheduling external building conference/trainings rooms as needed
• Scheduling of building maintenance requests through tenant portal website
Potential additional areas of support pending time/availability:
• Accounting Coordination: assist with additional service requests and budget reports
• Construction submittal filing in Newforma
• Assisting Office Leaders with Proposal follow-ups/tracking with clients and consultants
• Proposal updating and formatting

Qualifications

• 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office or related field
• Excellent time-management skills and ability to multi-task and prioritize work
• Proficiency in MS Office (Word, Excel, Outlook)
• Strong organizational and planning skills
• Excellent written and verbal communication skills
• Creative-minded and open to suggesting improvements
• Associates or Bachelor degree
• Offer is contingent on the ability pass a background/credit check