Project Assistant

As a Project Assistant, the ideal candidate will provide office administrative support activities and identify solutions for process inefficiencies for studios as assigned. This person will also provide support to projects, ultimately assuming responsibility for timely and accurate maintenance of general data within the studio. General administrative support of the studio will also be required and support for the front reception desk as necessary. 

Essential Functions: 

General: 

• Prepare meeting agendas and notes 

• Run weekly RUBO and Labor Reports 

• Support studio team members in preparation of written project documentation, including specifications, narratives, letters (word documents) with draft content, format, headers & footers, table of contents, etc. 

• Attend weekly studio meetings and update weekly information including project schedules, project teams, RFI and shop drawing reports 

• Assist with maintenance of files, filling emails and documents timely 

• Assist with tracking quality assurance information request and research 

• Front desk backup as required (approximately 20% of time) 

• General office duties as required such as stocking supplies and assisting with meeting set up. 

 
Marketing: 

• Support studio team members in creating and maintaining team contact lists 

• Assist with managing project and studio resumes as requested 

• Assist with managing consultant proposals 

• Input Touchpoints into Deltek 

 
Project: 

• Set up Deltek pursuit schedule from Project Manager notes  

• Setup/update Deltek Project Plan from Project Manager notes 

• Assist with requests from project analyst  

• Assist with tracking quality assurance information request and research 

• Assist with maintaining electronic project files 

• Coordinate weekly meetings with team to update project information  

• Coordinate and schedule meetings with internal and external team members and clients 

• Assist with signing and sealing of documents once approval is given 

• Assist with Construction Administration documentation  

Other duties: 

Please note this job description is not designed to cover or contain a comprehensive or exclusive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Education and Experience: 

High school diploma or equivalent as well as some college preferred. This person should have experience in a related project support role. 5 years of administrative experience preferred. General accounting experience preferred. Experience in an architecture office is desirable, but not essential. 

Required Skills/Abilities:  

Ability to maintain high level of confidentiality and have personal tact a must.  Candidate must be eager to learn and have excellent organizational and multi-tasking skills, exceptional initiative, and ability to work effectively in a professional atmosphere, strong written and oral communication skills.  The knowledge of standard office policies, procedures and standards, general computer knowledge is a must.  Excellent Microsoft Office Word and Excel required.  Knowledge of Deltek Vantagepoint, TonicDM, Teams and OneNote is a plus. 

• Ability to demonstrate effective communication 

• Ability to work independently as well as with various disciplines, and committed to being an effective, contributing team player 

• Listens well and can ask questions to recognize anticipate possible issues and needs. 

• Excellent problem-solving skills and the ability to confidently and decisively take action 

• Self-motivated with a strong work ethic and personally driven to consistently meet project deadlines and performance goals 

Physical Requirements:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Prolonged periods of sitting at a desk and working on a computer in an office setting. 

• Regularly required to talk and hear.  

• Frequently is required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms.  

• Occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl and must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  

• Specific vision abilities required by this job include close vision; distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.  

Equal Opportunity Employer/Veterans/Disabled