Executive Assistant

The Executive Assistant provides high-level administrative and organizational support to senior architects and company leadership. This role requires exceptional communication skills, strong attention to detail, discretion, and the ability to manage multiple priorities within a design-driven, deadline-oriented environment. The Executive Assistant will coordinate schedules, assist with project documentation, and facilitate communication across clients, consultants, and internal teams.ResponsibilitiesManage executive calendars, appointments, and meeting schedules.Organize and prepare for client meetings, design reviews, and internal presentations.Prepare agendas, meeting notes, and follow-up actions.Draft, edit, and format emails, proposals, reports, and professional correspondence.Maintain organized digital and physical filing systems, including project documents.Support project managers with documentation, submittals, and proposal preparation.Assist with project timelines, schedules, and milestone tracking.Coordinate communication between architects, clients, contractors, and consultants.Help maintain compliance with project deadlines and deliverables.Serve as a professional point of contact for clients and external partners.Coordinate project updates, meeting confirmations, and follow-up communications.Handle client inquiries and direct them to appropriate team members.Help prepare architectural presentations, slide decks, and proposal packages.Assist with formatting documents aligned with architectural standards (PDFs, CAD exports, etc.).Support the creation and organization of marketing materials if needed.Coordinate travel arrangements, conference registrations, and itineraries.Assist with invoice tracking, expense reporting, and budget documentation.Support HR or administrative tasks such as onboarding schedules, office communications, and company events.Handle sensitive information with discretion.Maintain professionalism in a creative, collaborative environment.QualificationsExperience as an executive assistant, administrative assistant, or project assistant.Experience in architecture, engineering, construction, or design firm preferred.Strong organization, attention to detail, and multitasking skills.Excellent written and verbal communication skills.Proficiency with Microsoft Office and Google Workspace.Experience with Adobe Creative Suite (InDesign preferred) is a plus.Familiarity with architectural documents, drawings, or terminology is helpful.Ability to work with deadlines in a fast-paced, creative environment.