The Role
Provide administrative and office support to firm leadership: schedule and coordinate meetings, prepare agendas and minutes, set up conferences and events, draft letters/contracts, assist with proposals and client requests, perform internet research, serve as back-up receptionist, liaise with vendors, and support special projects in a fast-paced professional services environment.
Summary Generated by Built In
The Administrative Assistant will provide key support in a high growth area of an award winning architectural, engineering and consulting firm. In this position, you will perform administrative and office support duties including word processing, data entry, the creation and editing of documents in Microsoft Office (Word, Excel, PowerPoint, Access), internet research, filing and serving as back-up receptionist. This demanding and fast paced position will require a personable candidate that is highly proficient in all administrative software.
Your Impact:
- Actively involved in the day-to-day operations of the Partner in charge and leadership
- Assist with Set up and planning for Client Meetings and firm wide events
- Prepare meeting space for team meetings
- Reserve Conference Rooms and Conference Call Lines and/or Set up video conferences
- Meeting Minutes and Meeting Agendas
- Prepare Letters, contracts and other communications
- Schedule and coordinate meetings
- Log / Prepare Client Sponsorship Requests and other check requests
- Organize, coordinate and assist with activities involved in the preparation of proposals, presentations, and submittals
- Liaison with consultants, clients, printers and suppliers
- Performs internet research upon request
- Assists with special projects as needed
- All other duties as assigned
Here's What You'll Need:
- 5+ years of administrative/professional office experience
- Superior client focus/service mentality
- Strong problem-solving and teamwork skills
- Creativity, integrity, and initiative
- Advanced computer skills in Microsoft Office Suite (Word, Excel, PowerPoint)
- Proficiency in Adobe Acrobat Professional
- Strong organizational skills and excellent communication skills, both verbal and written
- Strong attention to details, including proofreading
- Ability to prioritize multiple projects and adjust work accordingly
Here's How You'll Stand Out:
- You have experience serving C-level leadership
- You have previous experience in a professional services firm (architecture, engineering, law office)
- You have a bachelor's degree
Skills Required
- 5+ years of administrative/professional office experience
- Superior client focus/service mentality
- Strong problem-solving and teamwork skills
- Creativity, integrity, and initiative
- Advanced computer skills in Microsoft Office Suite (Word, Excel, PowerPoint)
- Proficiency in Adobe Acrobat Professional
- Strong organizational skills and excellent verbal and written communication
- Strong attention to detail, including proofreading
- Ability to prioritize multiple projects and adjust work accordingly
- Experience serving C-level leadership
- Previous experience in a professional services firm (architecture, engineering, law)
- Bachelor's degree
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The Company
What We Do
PBK is an integrated architecture, engineering and consulting firm delivering planning and design solutions for education, healthcare, civic and sports projects. The firm offers in-house architectural, MEP and civil engineering, technology and facility consulting across multiple U.S. offices, focusing on research-based, client-first design to improve operational efficiency, sustainability and user experience.
