What are the responsibilities and job description for the Executive Assistant position at Passero Associates?
Overview
Passero Associates is seeking a proactive, detail‑oriented Executive Assistant to support operations in our growing Rochester, NY office. This role is ideal for a highly organized professional who thrives on collaboration, customer service, and keeping teams operating efficiently.
At Passero, we believe in investing in our people. You’ll be joining a supportive, team‑oriented environment where your contributions are valued and where career growth opportunities are encouraged.
Key Responsibilities
- Provide administrative and document support for proposals, contracts, and marketing materials, including formatting, proofreading, coordination, and compliance support as needed.
- Assist with the preparation, tracking, and organization of AIA contract documents and other A/E/C‑related agreements.
- Support proposal and project information management using the firm’s CRM system (Deltek Vantagepoint), including data entry, updates, and basic reporting.
- Serve as a key point of contact for internal and external customers, delivering exceptional client service.
- Coordinate calendars, meetings, and office workflows to ensure smooth daily operations.
- Maintain organized digital and physical filing systems.
- Support office administration functions, including coordination with vendors and internal teams.
- Assist with marketing‑related tasks as needed, including basic graphic design, social media support, or proposal assistance (as applicable).
- Contribute to a professional, welcoming office environment and support team collaboration.
Qualifications & Experience
- Associate degree (AAS) in Office Technology, Business/Office Management, or a related field; or equivalent professional experience.
- 5 years of administrative support experience; experience in an Architecture or Engineering firm strongly preferred.
- Experience in supporting proposals, RFQs/RFPs, or marketing deliverables is highly desired.
- Strong commitment to customer service and supporting both internal teams and external clients.
- Familiarity with AIA contract documents and A/E contracts preferred.
- Experience with Deltek Vantagepoint or similar CRM/project management platforms strongly preferred.
- Excellent verbal, written, and interpersonal communication skills.
- Self‑starter with a high level of accountability who works well independently and collaboratively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
- Experience with Adobe Creative Suite, Bluebeam, or project management software is a plus.
About Passero: founded in 1972, Passero Associates has a staff of more than 180 professionals in nine offices providing high-quality, value-oriented architecture, aviation, civil and structural engineering, planning, transportation, and survey services throughout the northeastern, southeastern, and midwestern United States.
As a full-service professional AEC firm, our technical teams specialize in traffic engineering, sustainability, program management, design-build, construction observation, 3D visualization, and virtual infrastructure services and solutions. We have the resources needed to manage all aspects of your project that ensure adherence to schedule, quality, and cost. Passero develops projects that our clients can be proud of for years to come.
At Passero Associates, Our People Make the Difference.
Service. Solutions. Results.
EOE/AA - Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran. Passero Associates is committed to leveraging the talent of a diverse workforce to better serve our clients, our people and the community.
Passero Associates is not able to sponsor visas
Recognized nationally by the Zweig Group as one of the “Best Firms to Work For,” Passero Associates is a growing multi-disciplinary consulting firm providing planning, engineering, architectural design, structural, surveying, sustainability, program management, design-build, construction administration and inspection services throughout six offices in the northeastern, midwestern, and southeastern United States.
Salary : $55,000 - $65,000