Administrative Assistant

Job Description

ABOUT JOB

• Scheduling meetings and maintaining calendars.
• Preparing and submitting expense reports.
• Preparing and composing correspondence, proposals, and reports.
• Proofreading and editing documents and consultant agreements.
• Setup and maintenance of electronic files, including project directory, consultants, CRM and client contact information.
• Preparing and updating various project documents, requests for information, submittals, and meeting notes.
• Managing project calendar including travel, meetings, deadlines, and team PTO.
• Organizing and attending project meetings, communicating meeting agendas, taking minutes, and disseminating information and action items.
• Tracking emails to anticipate and prepare for the needs of project teams.
• Liaison between project management, project team, and clients.
• Assisting with updating workplans for projects.
• Supporting the administrative needs of the design staff on assigned projects including shipping packages, booking travel, and arranging meals for client meetings.

• Outstanding communication skills and team-oriented mindset that encourages effective collaboration.
• Positive and professional attitude, resourceful nature, and excellent problem-solving capability.
• Detail-oriented, organized, learns quickly and adapts to new responsibilities.
• Ability to effectively manage sensitive and confidential information.
• Ability to anticipate and proactively prepare for what is needed by team leads.
• Highly self-motivated and capable of thriving in a fast-paced, deadline-driven environment.
• Proven administrative, time management, and multi-tasking skills.
• Proficiency in Microsoft Office programs required, particularly Word and Excel; prior experience in Newforma preferred.

• An accredited degree in a related field or commensurate work experience.
• 5+ years of Administrative Assistant experience preferred.
• Proven work history in office environment supporting a team.