The Role
Provides comprehensive administrative and office coordination support, including scheduling, meeting preparation, reception coverage, expense processing, supply management, vendor coordination, office events, onboarding assistance, and coordination with IT and facilities teams. Maintains office operations, supports employees and visitors, manages multiple deadlines, and opens the office each morning.
Summary Generated by Built In
Overview:
Supports teams using a wide range of developing professional skills such as scheduling meetings and appointments, coordinating office needs, welcoming visitors and providing general administrative support to our employees. Highly organized, personable and detail-oriented to support company operations and teams.Responsibilities:
- Prepares meeting agendas for assigned staff, assists with meeting set-up/clean-up which includes ordering lunch and takes minutes as needed
- Schedules and organizes activities such as meetings, travel, conferences and interviews
- Answers phones, distributes mail and processes expense reimbursement for assigned staff
- Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
- Supports other teams, such as Marketing, with various administrative tasks
- Provides coverage for reception on a regular basis
- Monitors office supplies inventory and places orders
- Reconciles office credit card charges
- Assists in relationships with building management and facility vendors, including cleaning and security services
- Coordinates and plans office activities, such as parties and celebrations
- Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
- Coordinates with the Information Technology team with regards to office technology needs
- Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients
- Responsible for opening the office each morning
Qualifications:
- High school education; college level preferred
- Typically with 5+ years of related experience
- Experience in MS Office Suite, including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams
- Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations preferred
- General knowledge of Bluebeam software preferred
- Strong interpersonal skills and the ability to interact with all levels of staff
- Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
- Ability to communicate in a clear, concise, and professional manner both verbally and in writing
- Ability to proactively problem-solve and collaborate on innovative solutions
- Ability to work in a team environment
- Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
- Ability to work on multiple projects at the same time
- Ability to effectively meet deadlines at expected quality
If you currently work for HKS, please submit your application via the Internal Careers Portal.
HKS is an EEO/AA Employer: M/F/Disabled/Veteran
Skills Required
- High school education
- College-level education
- Typically 5+ years of related experience
- Experience with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Salesforce, and Teams
- Knowledge of Adobe software, including InDesign and Illustrator
- General knowledge of Bluebeam software
- Strong interpersonal skills and ability to interact with all levels of staff
- Ability to maintain confidentiality and adhere to business ethics
- Clear, concise, and professional verbal and written communication
- Proactive problem-solving and collaboration skills
- Ability to work in a team environment
- Ability to prioritize tasks, meet multiple deadlines, and respond to short-notice changes
- Ability to work on multiple projects simultaneously
- Ability to meet deadlines while maintaining expected quality
Am I A Good Fit?
Get Personalized Job Insights.
Our AI-powered fit analysis compares your resume with a job listing so you know if your skills & experience align.
Success! Refresh the page to see how your skills align with this role.
The Company
What We Do
We are a design firm of more than 1,400 architects, interior designers, urban designers, scientists, artists, anthropologists and more. We work together across industries and across the globe to create places that delight, heal and stimulate peak performance. We nurture a culture of extraordinary people with curious and creative minds who are passionate about delivering elegant solutions. We also have a dedicated research team devoted to discovering processes and ideas that improve outcomes for everyone. In everything we do, we're mindful of the fragility of all life and of the planet.
