The Role
Provides executive and office administration, including scheduling, meeting coordination, travel planning, expense processing, reception coverage, office supplies, facilities vendors, invoices, onboarding support, and office events. Creates reports and presentations, assists with marketing materials, coordinates technology needs, and maintains confidential records. Requires strong organization, communication, prioritization, problem-solving, and multitasking skills.
Summary Generated by Built In
Overview:
Supports teams using a wide range of professional skills such as scheduling meetings and appointments, coordinating office needs and providing general administrative support to our employees. Highly organized and motivated to take initiative in supporting company operations and teams.Responsibilities:
- Provides administrative support to teams for confidential and time sensitive material
- 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, schedules, 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
- Assists Marketing team with the development and production of marketing materials
- Provides back-up coverage for reception on a regular basis as needed
- Trains staff in administrative and office duties as needed
- Oversees any enhancements to the office working environment such as office supplies, print room, kitchen, deliveries/mail, conference room
- Serves as the point person for maintenance, supplies, business license renewal, invoices and check requests
- Reconciles office credit card charges
- Liaisons 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
Qualifications:
- High school education; college level preferred
- Typically with 8+ years of related experience
- Proficient in MS Office Suite, specifically Outlook, Word, Excel, PowerPoint and Teams
- Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations 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 and collaborate in 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
- 8+ years of related experience
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams
- 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 collaboratively in a team environment
- Ability to prioritize multiple tasks, meet deadlines, and respond to short-notice changes
- Ability to manage multiple projects simultaneously
- Ability to meet deadlines while maintaining expected quality
- College-level education
- Knowledge of Adobe InDesign and Illustrator
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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.
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