ADMINISTRATIVE ASSISTANT/COORDINATOR AT TOP ARCHITECTURE & DESIGN FIRM
Base Salary is $70K to $90K (based upon candidate and experience)
Great Opportunity - Wonderful Company - Excellent Benefits
MUST Have Three to Six (3-6) Yrs of Experience in an Admin Support Role in an Office/Professional Setting
A very creative architecture, design and master planning firm looking for an experienced administrative/clerical/ office support professional to join its growing organization as an Administrative Assistant/Coordinator.
Your primary role is to assist staff with administrative tasks, support the smooth daily operations of the office, ensure it is well-maintained, and provide organizational support to staff.
The ideal candidate will also specialize in delivering exceptional hospitality, ensuring a welcoming and professional environment for all visitors and team members.
Working in the firm's mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm.
QUALIFICATIONS AND SKILLS Bachelor's or Master's Degree required. Three to Six (3-6) years of Experience in an Administrative Support role in an Office/Professional Setting required. Proficiency in Microsoft Office Suite Programs (Word, Excel, Outlook, PowerPoint, etc.)
is required. Familiarity with Adobe Deign Suite is a plus. Excellent Verbal and Written Communication skills; and Interpersonal and Customer Service skills required. Excellent Organizational skills; and Attention to Detail skills required. Calendar Management/Monitoring skills required. Travel coordination/management skills required. Expense report coordination/management/handling skills required. Possess high level of professionalism, maturity, discretion, and sound judgment. Strong analytical and problem-solving skills; Able to prioritize tasks; and Able to function well in a high-paced environment.
DUTIES AND RESPONSBILITIES Coordinate and organize staff and client meetings, including arranging catering, managing technology needs, setting up meeting spaces, and ensuring all logistical details are handled smoothly. Assist with general office upkeep, including maintaining a tidy and organized environment, and ensuring timely clean-up after meetings and events. Help with general maintenance and upkeep of databases and office programs.
Support the smooth daily operations of the office and provide organizational support to multiple Principals, Project Managers, and Operational Teams. Provide support to Principals and Project Managers with financial tasks, including managing expense reports, processing corporate charges, etc. Coordinate and book Principal/Project Managers' travel arrangements; arrange flights, hotel, drivers, rental cars, and dinner reservations. Maintain Principal/Project Managers' calendar by tracking the availability while in the office and updating when the Principal/Project Manager is expected to be out of the office, coordinate Principal/Project Managers' availability to attend meetings, performance reviews and interviews. Stay informed about ongoing activities in the office, anticipate needs, and proactively address any issues to ensure efficient operations. Provide back-up coverage for general admin functions including Reception Desk and Administrative Services.
Required to be present in the office five days a week.
JD # 24-04032