What are the responsibilities and job description for the Executive Assistant position at Ware Malcomb?
Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/
The role of the Executive Assistant is to provide support for our Executive team and our board as needed. Responsibilities include supporting the key Executive leadership in day-to-day administrative activities. This includes scheduling meetings, managing calendars, events, presentations, client interviews, reports and special projects as needed. Assisting with client/visitor interface, preparation of proposals and overall office policy and protocols.
Your Role
With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.
The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record's Top 500 Design Firms and the top 30 interior design firms in Interior Design magazine's Top 100 Giants. For more information, visit www.waremalcomb.com.
The role of the Executive Assistant is to provide support for our Executive team and our board as needed. Responsibilities include supporting the key Executive leadership in day-to-day administrative activities. This includes scheduling meetings, managing calendars, events, presentations, client interviews, reports and special projects as needed. Assisting with client/visitor interface, preparation of proposals and overall office policy and protocols.
Your Role
- Schedule team events, meetings, special events, and outings
- Maintain executive calendars and assist with booking conference rooms and equipments for meetings
- Sort/distribute/prepare daily in and outgoing mail through FedEx
- Perform light clerical duties such as data entry, typing, and filing
- Learn office software systems such as Deltek Vantagepoint, OpenAsset, etc.
- May offer some marketing support including assistance in preparing presentations, brochures, marketing collateral and supplies, social media, and other communication tools and initiatives for each office
- Assist with billing/invoicing, expense reports, etc.
- Assist with preparing proposals
- Assist in running project reports from Deltek Vantagepoint
- Help with intake, filing, and distribution of project related material submittals in Newforma
- 3 years of Executive level administrative and/or marketing work experience, preferably in an architecture or engineering office
- Ability to work under pressure and maintain composure is essential
- Experience working with confidential sensitive information
- Ability to multitask
- Ability to interface courteously and efficiently with staff and visitors
- Excellent verbal and written communication skills are essential
- Strong computer skills, including Microsoft Office programs and internet skills
- Experience with Adobe Suite (InDesign, Photoshop, Adobe), video editing, databases, and CRM software programs a plus
- Experience with proposal/technical writing preferred
With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.
The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record's Top 500 Design Firms and the top 30 interior design firms in Interior Design magazine's Top 100 Giants. For more information, visit www.waremalcomb.com.
