Executive Administrative Assistant

JOB DESCRIPTION:

Settembrino Architects, a regional architecture firm, seeks a well-qualified, energetic executive assistant for the Managing Principal at their Atlantic Highlands, NJ office. A/E/C industry experience is preferred but not required. Salary and benefits are commensurate with experience. Employees are eligible to sign up for our group insurance plan and company 401(k) program.

JOB RESPONSIBILITIES:

• Supporting Managing Principals and staff in general organization operations.
• Coordinating projects during the bidding and construction phases including:
• Preparation of front end bid documents for public distribution.
• Execution of the bidding process; tracking requests, distributing bid documents and addenda, preparation of documents needed for bid receipt.
• Execution of AIA contracts and change orders.
• Managing and tracking submittals, RFI’s, and change orders.
• Applications for payment and project closeout.
• Administrative tasks related to owner, contractor, and consultant correspondence including scheduling meetings, answering phone calls, transmittals, and any additional requests to help expedite project deliverables.
• Maintain master calendar of in-house meetings and coordination with staff schedules. Provide meeting support as needed (meeting minutes, logistics, etc.)
• Maintain and update all databases as needed.
• Booking travel and hotel arrangements as needed.
• Assist with trade shows including registration, exhibitor duties, shipments, booth setup, and coordination with venue for all services needed.
• Work with vendors to schedule library updates, order samples, and schedule in-house training.
• Work with our company bookkeeper on billing, invoicing, and related tasks.
• Assist our Marketing Coordinator with proposal preparation, forms, and delivery.
• General office tasks including ordering/stocking supplies, typing, filing, coordinating printer/copier maintenance and research for new equipment, processing mail, and office errands.
• Social Media - execute and manage social media content and posts for Settembrino Architects including but not limited to Instagram, Facebook, Tik Tok and the company website including photoshoots, videos, etc.

MUST HAVE:

• Executive support experience.
• Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.
• Strong skills in Microsoft Word and Excel.
• Math competency relating to invoicing and financial calculations.
• Working knowledge of Adobe Acrobat (or similar programs such as Bluebeam)
• A valid driver’s license and daily access to a reliable personal vehicle.
• Job Type: Full-time

PREFERRED:

• Experience working with an architectural, engineering, or construction firm.
• Experience with QuickBooks
• Experience with Adobe Suite

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Commute:

• Atlantic Highlands, NJ 07716 (Required)

Ability to Relocate:

• Atlantic Highlands, NJ 07716: Relocate before starting work (Preferred)

Work Location: In person