Administrative Assistant

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to provide day-to-day support to our architectural and management teams. The ideal candidate will play a key role in ensuring efficient office operations, supporting project coordination, and maintaining smooth communication across clients, consultants, and internal departments.

Key Responsibilities

• Provide administrative and clerical support to architects, project managers, and executives.
• Manage office operations, including scheduling meetings, handling correspondence, and maintaining organized digital and physical filing systems.
• Prepare and format documents such as proposals, contracts, reports, and presentation materials.
• Assist with project documentation, tracking deadlines, and updating project management systems.
• Handle phone calls, emails, and inquiries from clients and vendors with professionalism and discretion.
• Support financial administration tasks such as invoice tracking, expense reports, and procurement coordination.
• Maintain supplies, coordinate deliveries, and ensure the office environment is efficient and well-organized.
• Assist in event coordination, team meetings, and staff communication.

Qualifications

• Proven experience as an administrative assistant, office coordinator, or similar role (experience in architecture, construction, or design firms is a plus).
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with Adobe Acrobat and project management tools.
• Excellent written and verbal communication skills.
• Strong organizational skills with attention to detail and the ability to prioritize multiple tasks.
• Professional demeanor, reliability, and discretion when handling confidential information.
• High school diploma or equivalent required; associate or bachelors degree preferred.

Why Join Stonebuilt

• Collaborative and creative work culture
• Opportunity to grow within a reputable architectural firm
• Exposure to inspiring architectural projects and industry professionals
• Competitive compensation and benefits package

Preferred qualifications:

• 17 years or older