Lead Executive Administrative Assistant

The Lead Executive Administrative Assistant serves as a strategic administrative support to the Resort-Hospitality Practice Leader/Principal, providing high-level executive support while leading administrative coordination across the practice area. This role requires a proactive, highly organized professional who can anticipate business needs, manage complex priorities, improve administrative processes, and serve as a trusted liaison between executive leadership, clients, project teams, and internal stakeholders. The ideal candidate demonstrates exceptional judgment, professionalism, discretion, and the ability to independently manage competing priorities in a fast-paced design and project-based environment. Reports directly to the Resort-Hospitality Principal.

Qualifications:

• Bachelor’s degree is required.
• Eight or more years of experience performing administrative functions.
• Experience in A/E/C firms preferred.
• Knowledge of administrative best-practices, effective communication skills, and exceptional interpersonal skills.
Working knowledge of PC computers including applications such as AIA software, Access, PowerPoint, MS Excel, MS Word, MS Office, MS Outlook required.

Essential Duties and Responsibilities:

Executive Leadership Support

• Serve as a trusted administrative support to the Principal and Resort-Hospitality Practice leadership team, providing proactive executive support including calendar management, meeting coordination, travel planning, expense reporting, executive communications, and email management.
• Independently manage complex schedules, balancing internal priorities, client commitments, project deadlines, and leadership responsibilities while anticipating needs, resolving conflicts, and exercising sound judgment.
• Handle confidential information with the highest level of professionalism, discretion, and integrity.
• Lead the Administrative team, serving as the liaison between administrative staff and leadership while promoting consistency, collaboration, and operational excellence.

Administrative Leadership & Operations

• Provide senior-level administrative support to Principals and their teams, including scheduling, correspondence, document preparation, presentations, research, filing, and meeting coordination.
• Prepare and edit contracts, letters, addenda, presentations, spreadsheets, and reports using Microsoft Office, PowerPoint, InDesign, Deltek Vision, and AIA contract software.
• Coordinate special projects and events, including client gifts, conferences, performance reviews, continuing education tracking, and Board and Practice Leadership meeting materials.
• Implement and maintain office procedures, provide backup front desk coverage as needed, and serve as a resourceful problem-solver for leadership.
• Coordinate continuing education requirements and licensing records in partnership with Operations.

Project & Contract Administration

• Support project teams throughout all phases of a project, including project start-up, contract administration, scheduling, document control, client meetings, and project closeout.
• Coordinate with Risk Management and Project Managers to prepare, process, and distribute owner and consultant contracts, contract exhibits, addenda, and related documentation.
• Maintain project information in Deltek Vision, assist with contract reporting, and monitor contract status with Principals and Project Managers.
• Track and maintain project documentation, including RFIs, submittals, ASIs, change orders, additional services, certificates of payment, meeting minutes, field reports, project contact lists, and correspondence.
• Coordinate incoming and outgoing project documents, maintain project files and archives, update record drawings, facilitate project closeout, and ensure compliance with OZ standards.
• Coordinate client meetings, presentations, team meetings, lunches, and project-related events while providing administrative support to Project Managers and Principals throughout the life of each project.

How to Apply: Please submit your online application with an uploaded resume for your application to be complete. Applications without a resume will be considered incomplete.

Here at OZ, we have cultivated a culture of fearless creators that are constantly seeking ways to push the boundaries of exceptional design. Community stewardship is a cornerstone of our company values, and we are committed to several community service programs through OZ Gives. We offer a variety of health and wellness resources and activities, as well as regular employee events, to build rapport and socialize with each other outside of our important project work.

Our collaborative approach is enhanced by our in-office presence and provides hands-on mentorship and team building. One of the perks of working in the office is seeing all the friendly pups who accompany their humans - we are a dog-friendly environment. Our competitive benefits package includes medical, dental, wellness, and vision plans to allow our employees to choose what's best for them and their families. In addition, OZ offers LTD, Life Insurance, 401K, and PTO. Salary: $60,000-$75,000, depending on knowledge, skills, and experience.