Job Title: Administrative Assistant

Job Description

Coordinate and provide administrative support for the Urban Design. Support daily operations, maintain office and supplies, coordinate projects, manage team logistics, and complete tasks as assigned by leadership.

Responsibilities

• Assist the Director and Leads with daily coordination and scheduling logistics, such as arranging meetings, responding to calls and messages, digital filing, and special assignments.
• Coordinate project roles by attending meetings with design team members to prepare meeting minutes, track action items, and follow up on logistical action items.
• Perform data input and tracking using Microsoft Planner, Google Keep, or other project management tools.
• Set up proposals, memos, reports, presentations, and Excel spreadsheets using Microsoft Office software.
• Conduct data entry into Vision, create file folders, and track projects for project and proposal setup.
• Provide a wide array of administrative support for staff and managers.
• Streamline administrative processes and coordinate directly with administrative staff between offices.
• Provide general support to visitors, including directions for parking and building access, greeting guests courteously and professionally, and setting up or providing refreshments.
• Coordinate mail and UPS/FedEx outgoing mail, including permit submissions and proposal delivery.
• Keep conference rooms and common areas tidy and orderly.
• Maintain conference room schedules, coordinate logistics and food for brown bags, guest lunches, and meetings.
• Back up travel arrangement bookings.
• Maintain inventory of office supplies, kitchen and housekeeping supplies, PPE, and breakroom supplies.
• Ensure printer and plotter functionality and coordinate with IT and maintenance contractors as needed.
• Coordinate with HR and administrative staff for new-hire materials.
• Coordinate and communicate with building, facility, cleaning, and maintenance staff as needed.
• Assist staff with IT issue submissions and resolution, coordinating with IT.

Essential Skills

• Two years of administrative experience.
• Proficiency in MS Word and Excel with working knowledge of PowerPoint.
• Excellent spelling and grammatical skills.
• Attention to detail, ownership of assignments, and ability to meet tight deadlines.
• Good oral and written communication skills, telephone etiquette, and tactfulness.

Additional Skills & Qualifications

• High School Diploma or equivalent required.
• Associate’s degree or equivalent combination of training and experience preferred.
• Experience in administrative support, data entry, Microsoft Office, administrative assistance, front desk, customer service, filing, calendar management, and Excel data entry.