The Administrative Assistant supports daily office operations and helps maintain a welcoming, efficient, and well-organized work environment. This role manages the front desk, coordinates office operational needs, supports set-up & scheduling of meetings and events, and assists with basic IT, accounting and marketing tasks. The position also provides document and report production support, including preparing, formatting, and assembling professional Microsoft Office Suite created PDF report packages and maintaining accurate digital file organization.
Key Responsibilities
Office Management & Facilities
• Open and close the office and ensure suite access and security procedures are followed.
• Serve as the first point of contact for visitors and incoming calls; route inquiries appropriately.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain clean, organized reception, conference rooms, and shared kitchen spaces.
• Support scheduling, setup, and cleanup for meetings, staff events, and Lunch & Learns.
• Order and maintain office supplies, snacks, and frequently used materials.
• Coordinate with Building Management regarding maintenance, repairs, security, and vendor access.
Administrative Support & Scheduling
• Arrange travel for employees as needed.
• Provide administrative support to Principals and staff.
• Assist with document production tasks including copying, scanning, formatting, and courier coordination.
• Prepare Facility Condition Assessment (FCA) report materials: resize/organize photos, enter data in MS Access,
proof, and assemble final PDF report packages.
• Assist with professional license renewals, firm registrations, and related compliance records.
Technology & IT Coordination Support (Non-Technical)
• Coordinate with IT for workstation setup, equipment needs, and access requests.
• Manage shared equipment inventory (check-in/out, logging, charging, readiness).
• Support basic office network and device troubleshooting under IT guidance.
Marketing Support
• Maintain and organize marketing files, templates, and project asset libraries.
• Update and format project sheets, staff resumes, and firm overview materials.
• Track and maintain CRM data (clients, pursuits, contacts, and project records).
• Assist with preparation and delivery of proposal and qualification packages.
• Support coordination of firm and community events (e.g., holiday gatherings, sponsorship activities, donation
drives).
Employee & HR Support
• Coordinate new employee onboarding logistics (workspace setup, keys/passes, supplies).
• Support employee exit processes (equipment collection, access deactivation).
• Maintain parking and bus pass assignments and tracking.
Accounting Support
• Process and deposit incoming checks; maintain check log.
• Collect and organize credit card receipts; assist with monthly reconciliations.
• Maintain and update Certificates of Insurance (COIs) records.
Qualifications
• Positive, professional, and service-oriented demeanor.
• Excellent organizational skills and attention to detail.
• Resourceful and proactive; able to anticipate needs.
• Strong interpersonal and communication skills.
• Able to maintain confidentiality and handle sensitive information.
• Proficient with Microsoft Office (Outlook, Word, Excel, Access) and general office technology.
• Able to manage multiple priorities and work independently in a fast-paced environment.
Education & Experience
• High school diploma or equivalent required; associate degree preferred.
• 3+ years of administrative, office management, or executive support experience.
• Experience working with reports, document control, or project documentation preferred.
Physical Requirements
• Ability to lift up to 25 lbs occasionally (supplies, equipment, packages).
• Regular on-site presence required; this is not a remote or hybrid role.