Administrative Assistant

• Maintain a well-organized, professional, and welcoming office environment, including shared spaces such as conference rooms and resource areas.
• Partner with Office Leaders and team members to support day-to-day office operations.
• Monitor and maintain office supplies. 
• Manage conference room scheduling and coordinate space, equipment, and meeting setup needs. 
• Coordinate internal and external meetings and events, including scheduling, logistics, catering, and A/V setup.
• Manage incoming and outgoing mail, deliveries, and shipping (FedEx), ensuring timely distribution and organization.
• Serve as a point of contact for building management, security, and external vendors. 
• Support business development efforts by conducting market research and compiling insights on targeted companies, industry partners, and emerging practice areas. 
• Assist in the preparation of proposals, presentations, and marketing materials, including light editing of qualification packages and support for communication initiatives. 
• Perform a variety of administrative tasks, including data entry, document preparation, filing, and system updates. 
• Maintain CRM data (HubSpot) and support reporting efforts.
• Assist with project-related administrative processes, including opening project numbers, generating reports in Deltek Vantagepoint, and managing documentation in Newforma.

• Minimum of 3 years of administrative and/or business development experience, preferably within an architecture, engineering, or professional services environment
• Proficiency with Microsoft Office and strong overall computer skills
• Experience with Adobe Creative Suite (InDesign, Photoshop) and CRM platforms (e.g., Hubspot) is a plus
• Strong ability to manage multiple priorities in a fast-paced environment while maintaining composure and attention to detail
• Excellent verbal and written communication skills
• Professional and courteous approach when interacting with team members, clients, and visitors
• Highly organized, dependable, and proactive, with a strong sense of ownership and accountability 

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.