SmithGroup is an award-winning, integrated design firm that blends research, data and technology with innovation and a creative spirit to deliver resilient, inclusive spaces that solve our clients' greatest challenges. Our teams create exceptional design solutions for healthcare, science and technology, workplace, mixed use, higher education, cultural, waterfront, parks and open spaces, and urban environments. We are looking for passionate problem solvers who want to elevate design, push boundaries and move us closer to a carbon-free future. Care to join us?
The Madison office of SmithGroup is looking for a Administrative Assistant / Office Administrator to join our team.
Working with us you will:

• Work in-person in the Madison, WI office Monday-Friday.
• Be the first point of contact for visiting guests, vendors, and staff.
• Keep the office clean and organized.
• Provide administrative support including typing, editing, and formatting documents, correspondence, reports, maintaining records and files; data entry, travel arrangements and expense reports., etc.
• Handle incoming and outgoing mail/deliveries.
• Log incoming packages and notify recipients.
• Assist with maintaining office and studio calendars.
• Assist with project work as needed, including formatting specification documents and project information management.
• Receiving submittals and RFI's from Consultants.
• Logging data into Tonic database.
• Managing the flow of information between the owner and AE team during the CA process.
• Assist with Teams Meetings with outside project team members on the use of the project information management software.
• Order meals as needed by project teams.
• Track, order and store office and kitchen supplies.
• Answer phones and direct calls to the appropriate employees, take messages.
• Assist IT to manage printers and plotter support.
• Prepare for and engage in orientation with new studio members.
• Able to lift 20 lbs.
• Other duties as assigned by the Director of Operations.

An ideal candidate:

• 3 to 5 years of professional administrative support experience. Experience working in the A/E or construction industry preferred.
• High school diploma or GED required; Associate degree preferred.
• Experience with RFI's, Submittals, and AIA documents preferred.
• Excellent interpersonal skills and ability to represent SmithGroup to clients.
• Excellent verbal communication skills and ability to interact well with all levels of staff.
• Ability to work independently under limited supervision.
• Strong Word, Excel, and PowerPoint skills required. Project management software experience beneficial.
• Strong organizational, verbal, and written communication skills.
• Excellent customer service skills, dealing with both internal and external customers is required.
• A self-starter that is resourceful and detail oriented.
• Ability to set priorities, multitask and work independently and collaboratively.
• Ability to meet deadlines and work under pressure.

SmithGroup's competitive compensation and benefit package is designed to meet the needs of a diverse staff. It includes flexible scheduling, a hybrid work environment, 401(k), parental leave, wellbeing resources, PTO immediately available to new hires, plus 15 extra Fridays off - on top of holidays. Join us and see first-hand how these and other programs - like one-on-one career coaching and professional development opportunities - build culture, enhance collaboration and yield richer, more inclusive solutions.
If you are not sure that you meet all of the suggested qualifications described above, please don't leave this page. Your talents and attributes could be just what we're looking for - and we strongly encourage you to apply. If you need additional accommodations to complete the application process, please contact careers@smithgroup.com