ADMINISTRATIVE ASSISTANT
We are always looking for talented individuals passionate about design to join our growing team! Please review the job description and if you feel you might be a good fit, we invite you to apply using the form below.
JOB SUMMARY
The Administrative Assistant's duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports Officers and Designers through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports to Chief Executive Officer and Lead Designers.
GENERAL DUTIES & RESPONSIBILITIES
This position supports the Chief Officers and Designers with Administrative Tasks.
Provides administrative support to ensure efficient operation of the office.
Answers phone calls, schedule meetings and supports visitors and deliveries.
Carries out administrative duties such as filing, typing, copying, binding, scanning, ordering, etc.
Completes operational requirements by scheduling and assigning administrative projects and expediting work.
Provides support to Sr. Leadership with personal tasks and errands
Exhibits polite and professional communication via phone, e-mail, and mail.
Supports team by performing tasks related to organization and strong communication.
Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
Maintains supplies, samples and employs organization methods to ensure easy access for designers
Provides information by answering questions and requests.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
Contributes to team effort by accomplishing related results as needed.
EDUCATIONAL REQUIREMENTS
Bachelor’s degree (B.A. or B.S.) or an equivalent combination of education, training, and/or experience. A minimum of 4+ years performing administrative assistant duties.
GENERAL KNOWLEDGE, SKILLS & ABILITIES
Excellent verbal and written communication skills.
Must be detail-oriented and able to understand and communicate design requirements and functionality to contractors & tradespeople.
Ability to work under strict deadlines and short turnaround time frames.
Exceptional teamwork skills in leading and collaborating with others.
Requires experience with Microsoft Office, specifically in Word, Excel, and PowerPoint.
Requires experience with Apple Works, specifically Keynote, Pages & Numbers.
Must be able to work independently with minimal supervision and be willing to reach out to colleagues for training or assistance.
PHYSICAL/EMOTIONAL DEMANDS & WORK ENVIRONMENTS
For roles located in office or home settings; this job is primarily sedentary and may involve repetitive motions; the employee is regularly required to sit, use hands and fingers, speak, and hear.
For roles located in the field; this job is primarily active; the employee is regularly mobile and must be able to utilize transportation (such as driving), sit, use hands and fingers, speak, and hear.
The employee is occasionally required to stand, walk, and lift objects (up to 10 lbs. weight; up to 4 ft. height).
Specific vision abilities required by this job include the ability to see things from a close distance and the ability to adjust focus.
The work environment utilizes florescent lighting; the noise level is moderate.
The emotional demand of the job may cause undue stress from, but not limited to, moderate/heavy workload.
Reasonable accommodations will be individually assessed and possibly made to enable individuals with disabilities to perform the essential functions of the position.
Please be advised the job description is subject to change at any time.
STARTING PAY RANGE: $15-20/hr DOE
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Please be advised that this is not a design-related position. The person who obtains this role will not be considered to work on any design projects of the firm and must be interested in a primarily administrative role.