Administrative Assistant

• Be responsible for front desk operations in an efficient, personable, upbeat and businesslike manner
• Be responsible for meeting preparations to include monitoring of meeting rooms, meeting room reservations, food and beverage prep/ room set-up, coordination of in-house catering and video conferencing set-up
• Be responsible for receipt and routing/distribution of phone calls, general email, incoming mail and packages, using excellent judgement in determining priority and urgency of information
• Be responsible for office supplies, printing orders, managing outgoing and incoming mail and courier deliveries
• Be responsible for maintaining an organized office reception daily, meeting rooms, kitchen (coffee machines, dishwashers), supply room, equipment, staff lounge, and other common areas in alignment with established standards

• Organize Office Meetings and Office Events
• Coordinate travel arrangements per ZGF travel policy
• Support Technology, Model Shop and Architectural Material Library Team
• Provide administrative assistance as needed for the general office and projects which may include document proofing, editing, scanning large format documents, filing and project correspondence, document delivery and document tracking
• Take initiative in supporting the overall effectiveness of the reception and office - demonstrating a proactive, adaptable approach to ensure seamless daily operations
• Work collaboratively (and as back-up) with other administrative colleagues across the firm

• Bachelor’s Degree
• Administrative work experience in a professional services environment
• Professional behavior and welcoming disposition
• Outstanding interpersonal skills, demonstrated ability to communicate and interact effectively with all levels of personnel
• Excellent communication skills
• Ability to work independently with a high level of attention to detail
• Ability to effectively and efficiently balance competing deadlines and priorities
• High level of discretion and ability to maintain confidentiality
• Proficiency in Microsoft Office Suite required,
• Experience with Newforma, Bluebeam, Deltek Vision, Procore, Miro a plus
• Experience within the A/C/E industry a plus

• Cover letter
• Resume

ZGF Architects