Administrative Assistant

Description

Steinberg Hart is seeking a detail-oriented and proactive Administrative Assistant to join our team! This is a part-time (20 hours per week) on-site role.

Responsibilities: The Administrative Assistant provides executive support to Studio Leaders, office leaders, and the firm as a whole, serving as the primary point of contact for internal and external constituencies at their geographic location. Plays a key role in overseeing all functions in the office. Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. Has the ability to maintain a realistic balance among multiple priorities while self-managing. Use creative thinking to solve problems and create an engaging studio environment. 

Documents and Communication

• Coordinate meetings and activities with office leaders, department leaders, and key business partners related to the overall administration of the office.
• Anticipate and solve needs that may come into the Studio Leader or office leader’s sphere of responsibilities.
• Prepare high quality documents for clients; correspondence, proposals, and presentations.
• Assist Project Managers and PICs with graphic support 
• Attend project meetings as needed to record minutes and distribute after
• Compile budget reports based on information provided from project leaders
• Assist with updating project reports
• Assisting with project sample boards
• Do studio-based expense reports

Office-wide Communication and Information Management

• Responsible for office communications and sensitive information management for Studio Leaders, Principals, and Partners
• Proactively handle communication flow via phone, email, letters, and continuous in person communication
• Prioritize and ensure that staff, clients, and collaborators are being heard and addressed appropriately.

Calendar and Travel

• Responsible for making travel arrangements related to client projects, including detailed itineraries and expense reporting 
• Manage calendars involving meeting planning and conference calls.

HR Administration

• Work with HR Coordinator and HR Administrator to support recruiting efforts by scheduling interviews and assisting any relevant communications
• Assist with onboarding and offboarding

Studio Culture

• Provide employee motivation through ordering food and snacks
• Coordinate studio outings and events throughout the year
• Schedule internal employee presentations 

Office and Administrative Matters

• Coordinate the administrative tasks for the office
• Maintain and coordinate print room, office supplies y, office equipment inventory, maintenance, and prepares kitchen supplies
• Interoffice coordination with office leaders and business services, including coordination of meetings and schedules
• Receive and screen incoming calls to the general office number
• Liaison for building security to deal with building issues that may impact the office
• Evaluate and schedule building maintenance
• Evaluate and maintain relationships with vendors
• Schedule office cleaning
• Interface with building management and janitorial staff
• Maintain a vibrant space that encourages creativity, while balancing the need for neat and orderly print areas, kitchen, conference rooms, and common work areas
• Coordinate and organize vendor presentations

Facilities and office maintenance

• Interface with the public or other people entering from the street
• Ensure safety of the entire office environment
• Willingness and ability to interface with security or law enforcement if needed
• Upkeep of equipment and facilities coordination as needed

Requirements

Qualifications

• Minimum 5 years of experience as an Administrative Assistant; preferably in the A/E industry. 
• Proficient in MS Office (Outlook, Word, Excel) and Adobe Creative Suite.
• Excellent verbal and written communication skills.
• Excellent and warm manner on the phone and in person.
• Excellent problem-solving skills.
• Must have a strong customer service ethic for internal customers and external customers.

Key Attributes: Personal skills necessary for success in the job.

• Interpersonal Skills: Effective communication, ability to build rapport and relate well to all kinds of people.
• Resiliency: The ability to quickly recover from adversity.
• Flexibility: Agility in adapting to change.
• Self-Management: Demonstrating self-control and an ability to manage time and priorities.
• Customer Focus: A commitment to customer satisfaction.
• Planning & Organizing: Utilize logical, systematic and orderly procedures to meet objectives.
• Written Communication: Able to write clearly, succinctly and understandably.

PAY/BENEFITS

• We offer a competitive salary and benefits package that includes medical, dental, vision, life, short- and long-term disability, paid PTO and holidays, as well as 401(k) matching, profit sharing and annual performance bonus opportunities.

Steinberg Hart is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability, genetics, or arrest/conviction records.