S9 Architecture is seeking an Executive Assistant who is extremely organized with excellent written and verbal communication skills to administratively support the team - primarily the Principal. As an Executive Assistant, you will communicate directly with team members and clients to schedule internal and external meetings. This position is very collaborative and requires that you work with the Principals, Clients, Project Managers, Architects, and others.
The ideal candidate must meet the following responsibilities and qualifications:
Key Responsibilities:
- Completes a broad variety of administrative tasks for Principal.
- Proactively manages Principal’s extremely active calendar of appointments via Outlook; schedules internal and client meetings.
- Maintains licensing documentation for Principal, ensuring continuing education requirements are met.
- Enters daily timesheets and weekly expense reports for Principal; assist Principals with expense reports as needed.
- Works closely and effectively with Principals to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, sometimes with deadline pressures.
- Contributes to team effort by accomplishing related results as needed.
- Works together with receptionist to manage conference room calendars, prepare conference rooms for client visits, order catering for corporate luncheons/client meetings, and maintain office inventory.
- Tracks client and project pursuits on Excel spreadsheet or equal
- Assists with packaging proposals, proposal modification and distribution to client.
- Composes and prepares correspondence that is sometimes confidential.
- Support receptionist duties when they are on break or out of the office, including but not limited to sending and replying to office emails, greeting clients/guests and directing them to the appropriate person/office as needed.
Knowledge, Skills, And Abilities:
- Reliable character with a high regard for punctuality
- Ability to organize work, set priorities, and follow through on projects requiring meticulous attention to accuracy and detail.
- Ability to meet deadlines and work well under pressure.
- Ability to communicate effectively both orally and in writing.
- Extensive experience and proficiency with Microsoft Office Suite.
- Ability to maintain strict confidentiality.
- Knowledge of InDesign preferred.
Required Qualification Summary
- 5+ years’ relevant experience supporting a senior executive
- Bachelor’s Degree
Salary range: $70,00.00-$90,000.00+
The range above is a good faith estimate based on the expectations as laid out in the job description. We are, however, often open to a wide variety of profiles and recognize that the person we hire may be less experienced (or more senior) than this job description as posted. If that ends up being the case, the actual salary may vary from the estimates provided above.
Who We Are:
S9 Architecture is a team of 70 designers dedicated to giving form to our client’s pragmatic needs with a unique design approach rooted in “modern contextualism” and inspired by urban narratives. Rejecting pre-conceived ideas and stylistic preoccupations, each design solution is informed by programmatic, physical, environmental, economic, and contextual forces. We believe our projects are part of a larger whole, acting as glue that helps bind and enhance their context for human experiences.
Our work is centered in the New York City area, but we have multiple large projects across North America in places such as Boston, Washington DC, Atlanta, Charlotte, Cleveland, Kansas City and Toronto. We strive for high minded design in everything we do and across all project typologies which currently include residential, office, adaptive reuse, urban design, commercial and mixed use.
S9 Architecture is an Equal Opportunity Employer and participant in the U.S. Federal E-Verify program. Women, minorities, individuals with disabilities, and veterans are encouraged to apply. We offer full benefits including health benefits through United Healthcare, company matched 401(k), reimbursement and mentoring for AREs, yearly performance reviews, and social activities throughout the year.