Mayer/Reed is a nationally recognized, interdisciplinary design firm located in Portland, Oregon. We are dedicated to making creative design contributions that bring value to and enhance the built environment. We believe that good design, informed by a collaborative process, functions within multiple contexts. Dedicated to this premise, Mayer/Reed continues to evolve by attracting and encouraging highly motivated and talented staff and by seeking relationships with socially and environmentally responsible clients who inspire visionary design solutions.

Mayer/Reed is seeking an Administrative Assistant to support business processes and manage the physical office space. This position reports to a leadership team of three and works collaboratively with an administrative team of four to support studio staff.

The Administrative Assistant should have the ability to work independently and prioritize tasks with weekly oversight. Proactive written and verbal communication paired with a positive attitude and discretion regarding confidential information are a must. Candidates should be detail-orientated and proficient in Microsoft Office Suite. Experience with Professional Employer Organization (PEO) software is preferred (if no prior experience, applicants must demonstrate aptitude to learn new software quickly).

Tasks are expected to include but are not limited to:

Business Administration

• Track and ensure timely completion of business documentation and licenses including federal, state, city and county business registrations and Oregon and Washington WBE status.
• Administer insurance policies. Prepare renewal applications for leadership review and coordinate with insurance providers to obtain project certificate of insurance.
• Support project contract administration by tracking contract status and filing.
• Be trained to provide back-up support for payroll processing.
• Manage project archives required by contracts.

Human Resources Administration

• Serve as administrator of the Professional Employer Organization (PEO) software, facilitate employee use of TriNet (our PEO) and coordinate alignment with the employee handbook.
• Update the employee handbook annually based on leadership directive.
• Distribute communications to employees prepared by leadership.
• Assist with employee onboarding and exit-process paperwork.
• Facilitate IT help desk support through Systems Administrator.

Studio Day-to-Day

• Serve as main contact with building management.
• Manage office reception and hospitality for studio visitors with a welcoming presence.
• Manage office events and staff gatherings.
• Proactively maintain overall office organization and procure supplies.
• Oversee shared spaces including kitchen, meeting rooms and material rooms.
• Manage shared resources, office equipment, calendars and contact lists.
• Coordinate shipping, receiving and mail distribution.

Applicants must be at least 21 years of age, have a valid Oregon driver license, be able to work in the United States, pass a background check, and be able to occasionally lift up to 30 pounds. Proven work experience in other similar roles is required.

Salary is commensurate with the level of experience. A comprehensive benefits package is offered to full-time employees including healthcare, paid sick time, paid vacation time, 401(k), profit sharing, paid continuing education time and registrations, and pre-tax commuter benefit. Our studio is located in downtown Portland with access to bike and transit routes. Our team enjoys on-site fitness, bike and shower facilities.

Mayer/Reed is an Equal Opportunity Employer and participant in the U.S. Federal E-Verify program. We value a diverse workforce and encourage women, minorities, and individuals with disabilities to apply.

Visit www.mayerreed.com to learn more about our work and office culture.