Description:   

We are seeking a full- time Receptionist/ Administrative Assistant who will perform a wide range of office support activities for the firm, to include receptionist, administrative support and project-based work. 

Responsibilities include:  

  • Assist with documentation needs, preparing items such as general correspondence, meeting minutes, proposals, project directories, transmittals, AIA documents, etc. for a variety of people within the firm.
  • Assist with proofing and editing outgoing proposals and documentation and ensure proper routing and filing.
  • Manage front desk, greeting clients in person and via phone and provide assistance as needed.
  • Assist with general administrative duties such as organization of general office supplies; mail routing, package distribution, filing, checking in/out shop drawings and samples, record keeping and making copies.
  • Order and maintain supply of ink, toner, etc. for office equipment, and handle communication with equipment support and maintenance.
  • Manage the check-out of firm resources (cameras, projectors, etc.) and assist with general technology troubleshooting, including conference room equipment set up and meeting preparation.
  • Make travel arrangements; assist with coordination of convention attendance and membership renewals.
  • Assist with onboarding new employees.
  • Manage phone extensions and Vandor contact for support.
  • General support to all staff members as needed.

Skills and Competencies:

  • Strong interpersonal and communication skills – verbal, written and listening.
  • Excellent business writing and editing skills.
  • Demonstrate initiative (i.e. start tasks, ability to structure own work, ask questions, identify and discuss problems, develop streamlined office processes).
  • Works well both independently and in a team setting.
  • Able to work in a fast-paced environment and effectively organize and prioritize multiple tasks.
  • Significant experience using Microsoft Office (Word, PowerPoint, Excel and Outlook) required.
  • Ability to learn and adapt to internal software programs.

Education and Experience:   

  • 3+ years of previous experience in an administrative assistant role required.

AA/E.O.E.