Job Overview
We are seeking a highly organized, detail-oriented Administrative Assistant/Executive Assistant to support both daily office operations and the business side of our architecture practice. This role goes beyond general clerical support — you'll work closely with leadership to keep contracts, client communications, and internal operations running smoothly, while also handling the day-to-day administrative work that keeps the office functioning. The ideal candidate is highly organized, comfortable juggling multiple priorities, and confident working directly with leadership on time-sensitive or sensitive matters. Previous experience in an architectural or engineering office is a plus, but not required.
Duties
- Provide direct administrative support to the leadership team, including calendar management, correspondence, meeting preparation, and follow-up on action items
- Support contract administration tasks, including tracking deliverables and client communications
- Perform data entry and maintain accurate records using Microsoft Office and QuickBooks Online
- Support bookkeeping activities and assist with basic financial tasks, including invoice tracking and expense coordination and follow up with outstanding accounts
- Draft, proofread, and manage correspondence and internal documentation, including client-facing communications and internal policies
- Handle filing, document management, and general clerical tasks to ensure organized recordkeeping
- Provide front-line customer support through phone, email, and in-person interactions
- Schedule appointments, confirm bookings, and coordinate meetings across the team
- Assist with business development activities such as proposal preparation and tracking follow-ups with prospective clients
- Support HR-related administrative tasks, such as onboarding documentation and maintaining employee records
- Manage office supplies and vendor coordination
Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and QuickBooks Online
- Strong data entry skills with high accuracy and attention to detail
- Excellent organizational skills with the ability to prioritize competing tasks and deadlines
- Experience supporting leadership or executive-level staff is an asset
- Discretion and professionalism when handling confidential or sensitive information
- Clerical experience including filing, proofreading, and document management
- Strong communication skills, both written and verbal
- Ability to work independently while supporting broader team and business objectives
- Comfort adapting to new software applications quickly
Pay: From $18.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
Work Location: In person
