Executive Assistant / Office Coordinator for Architectural Firm

Executive Assistant / Office Coordinator

Overview
We are a growing, 25-person architectural design firm made up of a talented and energetic team. We are committed to understanding our clients’ goals and delivering high-quality work. Our office culture encourages collaboration, initiative, and giving everyone a voice.

We are seeking an Executive Assistant / Office Coordinator to help support the Principal of the firm, as well as the Office Manager.

Core Responsibilities:

• Serve as a liaison between the Principal and staff, clients, vendors
• Manage and maintain complex calendars and schedules using Microsoft Outlook
• Coordinate and confirm both personal and professional appointments
• Coordinate travel schedules including flights, hotels, and car service – with and without assistance of a travel agent
• Proactively identify and resolve scheduling conflicts
• Support administrative staff with various tasks such as updating directories, filing, copying, proofreading, drafting emails, sending correspondence, and other ad hoc tasks
• Assist with office operations such as mail, messenger services, and package distribution
• Support special projects and office events as needed
• Track tasks and ensure timely completion

· Manage priorities effectively, handling tasks proactively, efficiently, and thoroughly while keeping management informed of progress as needed

• Prioritize competing demands with strong attention to detail
• Assist with expense tracking and timesheets

· Assist the Principal and Office Manager with day-to-day administrative needs

• Coordinate Principal’s meal and tea schedule

· Manage and complete errands, both personal and professional, when required

• Open the office daily at 9:00 AM
• Greet visitors and manage incoming calls professionally
• Maintain organization and cleanliness of office spaces, including pantry, supply closet, library, conference rooms, and common areas

Qualifications:

• Minimum 1 year of administrative experience in an office setting required
• Knowledge of architecture, design, and construction industries is preferred
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word)
• Tech savvy
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Ability to work under pressure and manage multiple priorities

Job Type: Full-time in person, Monday-Friday 9:00 AM -6:00 PM

Pay Range: $60K - $70K (based on experience)

Benefits:

• 401(k)
• Profit sharing
• Health insurance
• Flexible spending account
• Paid time off

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Flexible spending account
• Health insurance
• Paid time off

Work Location: In person