What are the responsibilities and job description for the Studio and Administrative Assistant position at Safdie Architects?
Studio and Administrative Assistant
The front-of-house Studio and Administrative Assistant is the first point of contact for anyone visiting and/or contacting Safdie Architects. As such they are expected to make an excellent first impression, in-person and on the phone, by being polished, professional, and personable. The Studio and Administrative Assistant is responsible for performing clerical and general support tasks within the office to support daily operations.
Responsibilities include:
- greeting employees, visitors, and vendors upon arrival (and assisting as needed)
- ensure front-of-house, conference rooms and public areas within the studio are kept free of clutter and always remain presentable
- receiving, sorting, and delivering mail to employees and coordinating all outgoing mail and packages (including coordination with delivery services)
- answering, screening, and forwarding phone calls to employees
- monitoring the General and Reception email accounts (and forwarding as needed)
- assisting in the scheduling of in-person / Zoom meetings (inc. reserving conf. rooms)
- maintaining Outlook-based calendars for conference rooms bookings and out-of-office
- coordinating breakfast and lunch meetings and other office functions and events (including set-up and clean-up); preparing lunch and afternoon tea daily for Mr. Safdie
- printing, filing, scanning, and organizing documentation as required
- working with the Service Coordinator and others to ensure proper stocking of items
- providing support to the Executive Assistant in areas such as transcription of dictation, travel arrangements, etc.
Additionally, the Studio and Administrative Assistant has the opportunity for supplemental project/initiative-based support to various departments (i.e., Archives, Communication, and Accounting), the Partners, and key employees as directed by the Managing Partner.
Important characteristics:
- ability to represent the firm in a positive and professional manner
- ability to act with discretion when handling confidential and privileged information
- strong organizational and time management skills (to prioritize and complete a wide variety of tasks throughout the day)
- attention to detail and cognizant of deadlines and time sensitivity
- excellent written and verbal communication skills
- able to self-direct, self-initiate and self-check assignments and tasks
- able to work effectively in an individual or team setting / adapt to various work styles
The Studio and Administrative Assistant must be resourceful, entrepreneurial, diplomatic, and proactive, and have a genuine interest in architecture and design.
This is a full-time in-person role at our office from 8:30 am-5:30 pm Monday-Friday.
Job Type: Full-time
Pay: From $55,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
- No nights
- No weekends
Work Location: In person
Salary : $55,000