An international, award-winning architecture firm is seeking an Administrative Assistant to join our team. This is a terrific opportunity to work in a creative, dynamic environment. The right candidate will also have the opportunity to learn and grow with the firm.
Responsibilities include:
Administrative support for two Principals:
- Ensure Principals remain organized and on-schedule through proactive consistent communication throughout the day;
- Anticipate needs of Principals by operating with a one-step-ahead mentality;
- Review incoming emails for action items requiring priority attention;
- Maintain professional calendars, including reservations and appointments;
- Respond to emails and document requests on behalf of Principals;
- Coordinate internal and external meetings;
- Book appropriate domestic and international travel; preparing a detailed itinerary prior to departure, if needed;
- Track Principal’s daily resource allocations, project, and office-related activities and assist them with timesheets;
- Prepare expense reports for reimbursement;
- Handle minor personal tasks for Principals as needed;
- Assist in maintaining professional licensure documentation;
Provide general office support along with other administrative team members:
- Scheduling support in managing the firm’s day-to-day calendar, including booking meetings and preventing conflicts in Outlook, Zoom, or MS Teams;
- Help set up conference room or office spaces before meetings and events;
- Greet visitors, answering and directing incoming phone calls;
- Maintain appearance of reception, kitchen, and conference rooms;
- Coordinate materials/product samples and associated literature;
- Coordinate office supply orders;
- Assist with office service providers and building maintenance;
- Perform research, write and edit communications, including emails or summaries as needed.
- Assist with other administrative functions, including working with marketing, information technology, or bookkeeping, as necessary.
Our ideal candidate has the following qualifications:
- Minimum of 3 years of work experience in an administrative capacity in a corporate environment;
- Proficiency with Microsoft Outlook, Word, Excel, and Adobe Acrobat;
- Effective multi-tasker with proven ability to work in a fast-paced environment with a positive attitude;
- Composed and professional with exceptional oral and written communication skills;
- Detail-oriented, with strong organizational and administrative skills;
- Ability to work proactively with a solution-oriented mindset and a can-do attitude; Ability to work independently as well as part of a team;
- Ability to function in an environment with competing and changing priorities; Ability to prioritize tasks and manage multiple deadlines;
- An innate desire to be thorough and accurate in all tasks;
- Demonstrated ability to handle confidential and sensitive information;
- Experience in professional services or design field a plus.
- Bachelor’s Degree preferred.
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- administrative office: 3 years (Required)
Ability to Relocate:
- New York, NY 10018: Relocate before starting work (Required)
Work Location: In person