Abrar Admin

Settembrino Architects

JOB DESCRIPTION:Settembrino Architects, a regional architecture firm, seeks a well-qualified, energetic executive assistant for the Managing Principal at their Atlantic Highlands, NJ office. A/E/C industry experience is preferred but not required. Salary and benefits are commensurate with experience. Employees are eligible to sign up for our group insurance plan and company 401(k) program.JOB RESPONSIBILITIES:<ul><li>Supporting Managing Principals and staff in general organization operations.</li><li>Coordinating projects during the bidding and construction phases including:</li><li>Preparation of front end bid documents for public distribution.</li><li>Execution of the bidding process; tracking requests, distributing bid documents and addenda, preparation of documents needed for bid receipt.</li><li>Execution of AIA contracts and change orders.</li><li>Managing and tracking submittals, RFI&rsquo;s, and change orders.</li><li>Applications for payment and project closeout.</li><li>Administrative tasks related to owner, contractor, and consultant correspondence including scheduling meetings, answering phone calls, transmittals, and any additional requests to help expedite project deliverables.</li><li>Maintain master calendar of in-house meetings and coordination with staff schedules. Provide meeting support as needed (meeting minutes, logistics, etc.)</li><li>Maintain and update all databases as needed.</li><li>Booking travel and hotel arrangements as needed.</li><li>Assist with trade shows including registration, exhibitor duties, shipments, booth setup, and coordination with venue for all services needed.</li><li>Work with vendors to schedule library updates, order samples, and schedule in-house training.</li><li>Work with our company bookkeeper on billing, invoicing, and related tasks.</li><li>Assist our Marketing Coordinator with proposal preparation, forms, and delivery.</li><li>General office tasks including ordering/stocking supplies, typing, filing, coordinating printer/copier maintenance and research for new equipment, processing mail, and office errands.</li><li>Social Media - execute and manage social media content and posts for Settembrino Architects including but not limited to Instagram, Facebook, Tik Tok and the company website including photoshoots, videos, etc.</li></ul>MUST HAVE:<ul><li>Executive support experience.</li><li>Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.</li><li>Strong skills in Microsoft Word and Excel.</li><li>Math competency relating to invoicing and financial calculations.</li><li>Working knowledge of Adobe Acrobat (or similar programs such as Bluebeam)</li><li>A valid driver&rsquo;s license and daily access to a reliable personal vehicle.</li><li>Job Type: Full-time</li></ul>PREFERRED:<ul><li>Experience working with an architectural, engineering, or construction firm.</li><li>Experience with QuickBooks</li><li>Experience with Adobe Suite</li></ul>Job Type: Full-timePay: From $75,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Health insurance</li><li>Paid time off</li></ul>Ability to Commute:<ul><li>Atlantic Highlands, NJ 07716 (Required)</li></ul>Work Location: In person

Executive Administrative Assistant

Join Settembrino Architects and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Settembrino Architects

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Executive Administrative Assistant