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Ennead Architects (www.ennead.com) is an award-winning, internationally recognized architecture firm seeking an Administrative Assistant to support four Partners. Our diverse portfolio includes a variety of project types, scales, and locations, encompassing new construction, renovations, expansions, historic preservation, interior design, and master planning. Our clients are primarily cultural, educational, scientific, and governmental institutions.

Responsibilites

• Schedule Meetings & Calendar Management: coordinate and manage multiple calendars to ensure that all meetings, events, and appointments are scheduled efficiently. Reserve conference rooms and process food request forms as needed.
• Travel Coordination: Organize both domestic and international travel, including air travel, hotel accommodations, and car rentals.
• Expense Reports & Timesheets: Prepare monthly expense reports and timesheets, ensuring accuracy and timeliness for multiple partners using Deltek.
• Assist with Presentations: Support the creation of presentation materials as needed, utilizing InDesign or PowerPoint.
• Administrative Support: Collaborate with the administrative team to provide general support and perform light reception duties, including coverage during breaks and lunch. Maintain documents, records, and reports in a discreet, organized, and confidential manner. Prepare FedEx airbills as required.
• Call Screening: Screen incoming calls for the partners, ensuring that inquiries are followed up on appropriately and handled in a timely manner.
• Event Coordination: Assist in purchasing tickets for charitable events and galas.
• Ability to run Utilization Reports: Analyze project staffing projections and coordinate them with timesheets. Provide and update project lists, assist in coordinating staffing for projects, and support marketing and business development efforts.

Please note this job description is not designed to cover or contain a comprehensive 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.

Ideal Candidate

To excel in this role, the candidate must be a strategic thinker and a team player with excellent follow-up skills. They should be capable of managing and prioritizing tasks and projects independently, with minimal supervision. The ideal candidate will have a minimum of 5 to 7 years of relevant administrative experience, specifically supporting multiple partners within a firm. Strong technical skills are essential, including proficiency in the Microsoft Office Suite (particularly Excel and PowerPoint), as well as experience with InDesign and Deltek.

Additionally, the ideal candidate will have excellent written and verbal communication skills, be highly organized, and possess the ability to anticipate needs intuitively in a timely and professional manner. They must also be capable of handling confidential and sensitive information with discretion.

This position presents an excellent opportunity to support four partners within the firm and contribute to the smooth operation of a dynamic team, with potential for expanding support to other departments as needed.

Qualifications

• A minimum of 5 to 7 years of experience as an Administrative Assistant.
• Experience in supporting multiple Partners is required.
• A bachelor's degree is preferred.
• Proficiency in various software applications, including Microsoft Word, Excel, Outlook, InDesign, and Deltek.
• Ability to manage and prioritize tasks and projects with minimal supervision.
• Strong collaboration skills to work effectively with clients, colleagues, and management.
• Excellent written and verbal communication skills are essential.
• Must be flexible and detail oriented.
• A creative background is preferred.
• Availability to work from 9:00 AM to 6:00 PM is required.

The salary range for this role is between $75,000 and $80,000. Actual compensation packages within this range depend on various factors unique to each candidate, including skill set, years and depth of experience, certifications, and specific location.

What you'll love about Ennead:

Ennead prioritizes the physical and mental well-being of its employees, as well as their professional growth.

Here are the benefits we offer:

• A Full medical suite: Medical, Dental, Vision, and Company Paid Life Insurance
• A 401(K) plan to help you invest in your future
• Access to discounted perks, including gym membership, dining & more!
• A variety of health and wellness initiatives
• An opportunity to participate in a mentorship program.

In accordance with federal law, all new hires must verify their identity and eligibility to work in the United States and complete the necessary employment verification form upon hiring.

The firm is an equal opportunity employer and adheres to all applicable local, state, and federal fair employment practices laws. It provides equal opportunity and consideration to employees and applicants without regard to race, color, religion, national origin, citizenship status, creed, age, or disability that does not affect the individual's ability to perform the essential functions of a job. Additionally, the firm does not discriminate based on sex, marital status, sexual orientation, gender identity, veteran status, or any other characteristic protected by local, state, or federal laws.