Sr. Project Executive Administrator

You will provide administrative support to senior leadership of the project. This role will be done working in the office and on project sites as required.

• Responsible for the preparation of internal and external communication including written project documentation.
• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Prepare project team memos and project presentations and reports.
• Take and transcribe project meeting notes.
• Support the project leaders in reviewing project/program performance.
• Research legacy projects to facilitate closeout.
• Monitor flow of processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Manage and coordinate workload of administrative team.
• Prepare complex spreadsheets and database work in various database tools.
• Maintain project records including key project data and financial data.
• Maintain project logs for correspondence, contracts, and other documents as needed.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Support project proposal and contracting effort.
• Maintain project team schedules and facilitate meeting planning, organizing, and scheduling.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Coordinate with Project Controller and Accounting for leadership engagement and reporting.

• Qualified candidates will have a minimum of 20 years of experience performing in marketing and administrative support roles.
• Associates degree in a related field is required. Bachelors degree with some legal administrative or paralegal background preferred.
• Experience working in the architecture/engineering/interior design industry strongly preferred.
• Experience working with executives, senior level teams, and interface with clients a must.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.
• Professional business attire required to attend client meetings. Examples of professional business attire include suits, ties, collared shirts, dresses or skirts.
• Travel as needed.

• We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about.
• We are committed to ensuring our practice is equitable for all employees, representative of the communities around us – and focused on the future of design. We advocate for equity, diversity, and inclusion efforts through the leadership of our DEI Council, Employee Resource Groups and other community advocacy initiatives.
• We’re about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we’re ready for you.