Administrative Assistant

Populous has designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. Populous is where architects and designers create moments bigger than ourselves. We’re a global specialized design firm with local roots in 8 cities across Americas. Populous offers the best of both worlds: the resources and impact of the design giants and the tightly knit atmosphere and growth opportunities of smaller firms.

Professional On-Site Development/training Programs Summer Hours On-Site Gym Flexible Schedule / Hybrid Schedule Paid Architect Licensure & Certifications Exams Wedding Pay Freaky Fridays Charitable Match Program Market Leading Wellness Health and Welfare Benefits.

The New York office opened in early 2016. The office is now located in the famed Starrett-Lehigh Building, on 26th Street in between 11th Avenue and the West Side Highway. The office focuses on a wide range of project types and services including sports and entertainment venues, theatre and performing arts, aviation, convention centers, hospitality, mixed-use projects, and interior design. It is an office founded on critical thinking and an ability to leverage digital technologies in service of exceptional design. Populous’ New York office is a dynamic and growing group with a wide range of skills and experience.

We are seeking an Administrative Assistant to provide administrative support for Executives, Architects and other design professionals in our convention center and arena practice. The ability to multi-task and prioritize is essential in this position. The ideal candidate for this job is organized, resourceful and detail oriented.

• Office Management:
  • Oversee office operations, including facilities maintenance, equipment, and supplies.
  • Coordinate with vendors, service providers, and building management as needed.
  • Ensure a safe, clean, and productive work environment for all employees.
  • Manage and maintain all conference rooms, ensuring all rooms are set for upcoming meetings.
  • Assist in the onboarding process for new hires, including office setup and orientation.
  • Plan and organize company events, celebrations, and team-building activities.
  • Oversee all meal/snack orders for meetings and leadership.
  • Liaison between the office and IT department to address critical issues.
  • Main office line phone management.
  • Manage office purchases and correlated corporate card expense reporting.
  • Coordinate vendor presentations for the office.
  • Maintain and update office manuals.
  • Mail – order supplies, postage, and coordinate all shipments.
  • Schedule meetings, maintain various office calendars and register visitors with building security.
• Administrative:
  • Coordinate required travel plans for senior office leadership with internal travel department as needed.
  • Prepare and submit expense reports for senior office leadership as needed.
  • Correspond and schedule meetings and appointments with clients, consultants, and internal staff.
  • Coordinate event ticket distribution.
  • Support the Executive Assistant to the Managing Director as needed.
  • Other administrative duties and responsibilities to support the staff, as required.
• Project Coordination:
  • Provide clients, colleagues and peers with coordination for meetings, scheduling tasks, establish and enforce communication protocols that enhance and elevate external and internal project team interaction.
  • Facilitate the transfer of critical project team information to project stakeholders including clients, consultants, and internal Populous project team members.
  • Establish and maintain critical correspondence over email and phone with project stakeholders to facilitate successful project workflow.

Populous offers a competitive salary and bonus packages. We strive to offer our staff the best benefits package in the industry, at the lowest cost to employees, including medical, dental and vision coverage, 401k, flexible spending accounts, paid time off and continuing education benefits. Populous is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.

No. 1 Most Innovative Company in Architecture by Fast Company
One of the 50 most innovative companies in the world for 2022 by Fast Company
No. 1 Firm in Cultural on Interior Design magazine’s Top 100 Giants
No. 1 Architecture Firm in Cultural Facilities by BD C
No. 1 Architecture Firm in Convention Centers by BD C
No. 1 Architecture Firm in Performing Arts and Concert Venues by BD C

Find us here - https://populous.com/careers

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Twitter: @Populous