Administrative Assistant

Role:

The Administrative Assistant is essentially the right-hand person for the Principal Partner for an Architecture firm. The focus of the position is to resolve, organize, and assign duties of the principal partner with minimal direction. Therefore, the candidate for this position is expected to be respectful, reliable, organized, well spoken with exceptional writing skills, and possess great integrity.

Duties (Entry Level):

• Daily Stand Up: Every morning we meet as a team and go over outstanding projects. Three questions are asked by each team member. (what have you done since we last spoke?, what will you focus on today?, and is there anything keeping you from doing your job?) The Administrative Assistant will be responsible for updating the Project Board that is reviewed during the Standup
• Emails: The Administrative Assistant for this position is expected to take 100% control of Principal Partners emails and Permits emails. The Principal Partners email will average 10 – 60 emails per day. It will be the administrative assistant’s responsibility to process and archive all emails. It is expected that /- 10% of the emails will require the Principal Partners’ attention. A time in the day will be scheduled to review these emails. The Permits email is a central email that is accessible to most of the team. The email is used to administer permits within different jurisdictions.
• Principal Partner’s Cell phone: The candidate for this position to take 90% of control of the Principal Partners Cell phone. This will include answering calls, processing text messages, and processing voice mail.
• Scheduling: The Administrative Assistant is responsible for scheduling meetings (email/phone calls/requests), project duties (from the standup), and miscellaneous items for the Principal Partner. The scheduling is done via Outlook Calendar.
• Permitting: The Administrative Assistant is responsible for submitting and finalizing permits for all projects in each jurisdiction. This will include filing applications with the jurisdiction, following up with the jurisdiction on status, and addressing any issues that may arise during the permit process.
• Accountant Coordination: The Administrative Assistant is responsible for coordinating outstanding invoices, organize receipts receivables, and ensure that Accountant has all the necessary information to provide a monthly P L. The Assistant is also responsible for following up with delinquent invoices.
• Process Outgoing Payments: The Administrative Assistant is responsible for processing outgoing payments to consultants and vendors.
• Check Deposit
• Proposals: The Administrative Assistant is responsible for generating proposals and sending them to clients once they have been approved by the Principal Partner.
• Phone calls: Make calls to follow up with consultants on status of projects, meeting confirmations and or requests.
• Process physical mail.

Expectations:

The Administrative Assistant is expected to show up on time every day at the office and ready to work. During work, phone usage for social media or movies/entertainment, shall not be used. Full focus is expected. No remote working.

Hours of Operation:

8:00 am – 5:00 pm