Opportunity Description
We are seeking an enthusiastic and dedicated Administrative Assistant to join our growing team. The Admin Assistant will support the heads of the Architecture & Engineering Department and will be responsible for printing plans, managing email inboxes and scheduling meetings
Job Duties
- Assist SVP of Design and VP of Engineering with administrative tasks as needed (e.g., printing, scheduling meetings, managing emails, taking meeting minutes, coordinating pickups/deliveries etc).
- Manually enter monthly Time Sheets for both SVP of Design and VP of Engineering.
- Assist overall A&E Department with administrative tasks as needed.
- Assist A&E department with maintaining cleanliness of print room .
- Order supplies for A&E department as needed via WB Mason.
- Serve as backup to A&E department Executive Assistant (EA) with Site Plan Submissions (e.g., printing, binding, collating).
- Serve as backup to A&E department EA for Planning Board Hearings (e.g., printing, binding, mounting plans on boards).
- Serve as backup when A&E department EA is out of office for additional tasks (e.g., USPS Mail, FedExes, Dropbox, DocuSign, processing proposals, etc).
- Maintain digital and hard copy filing of plans, reports, approvals, and correspondence.
- Print construction plans and sets as need by Construction, Property Management, Legal, and A&E departments.
- Fulltime Backup/coverage for front desk reception when receptionist is out of the office. This includes the Receptionist's daily breaks.
Experience & Skills Required
- 3+ years of experience working as an Admin Assistant for a Real Estate Development or Architecture/Engineering firm is preferred
- Ability to thrive in a fast-paced environment
- Ability to work within a team (Professional, courteous, friendly demeanor).
- Working knowledge of Outlook, Word, Excel
- Detail oriented