Lead Administrative Assistant

OZ Architecture, Inc

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Lead Administrative Assistant

Department: ADMIN

Job Status: Full-Time

Days Worked: Mon., Tue., Wed., Thu., Fri.

Rate of Pay: $60,000.00 - $75,000.00 Annually Quick Apply Apply

Position Description

The Lead Executive Administrative Assistant serves as strategic administrative support to the firm Board President/Partner and Hospitality Practice Leader, providing high-level executive support for the practice while leading administrative coordination across the firm.

This role requires a proactive, highly organized professional who can anticipate business needs, manage complex priorities, improve administrative processes, provide leadership to other administrative professionals and serve as a trusted liaison between executive leadership, project managers, clients, project teams, and internal stakeholders.

The ideal candidate demonstrates exceptional judgment, professionalism, discretion, and the ability to independently manage competing priorities in a fast-paced design and project-based environment. Reports directly to the Firm President/Chairman of the Board and Resort-Hospitality Partner.

Qualifications

Bachelor’s degree is required.

Six or more years of experience performing administrative functions.

Experience in A/E/C firms preferred.

Knowledge of administrative best-practices, effective communication skills, and exceptional interpersonal skills.

Working knowledge of PC computers including applications such as AIA software, Adobe Creative Suite, Deltek, PowerPoint, MS Excel, Word, Office and Outlook required.

Essential Duties and Responsibilities

Executive Leadership Support

Serve as a trusted administrative partner to the Partner and Resort-Hospitality Practice leadership team.

Lead of the Admin team, and responsible for being the liaison between the Admin team and leadership.

Provide proactive, senior-level executive support including calendar management, meeting coordination, travel planning, expense management, contract drafts, proposal drafts, and executive communications.

Independently manage complex calendars, balancing internal priorities, client commitments, project deadlines, and leadership responsibilities.

Anticipate needs, identify potential conflicts, and provide solutions before issues arise.

Handle confidential information with the highest level of professionalism, discretion, and sound judgment.

Administrative Leadership & Operations

Provide senior-level administrative support to Principals and their teams, including scheduling, correspondence, document preparation, presentations, research, filing, and meeting coordination.

Prepare and edit contracts, letters, addenda, presentations, spreadsheets, and reports using Microsoft Office, PowerPoint, InDesign, Deltek Vision, and AIA contract software.

Coordinate special projects and events, including client gifts, conferences, performance reviews, continuing education tracking, and Board and Practice Leadership meeting materials.

Implement and maintain office procedures, provide backup front desk coverage as needed, and serve as a resourceful problem-solver for leadership.

Coordinate continuing education requirements and licensing records in partnership with Operations.

Project & Contract Administration

Provide poised and resourceful senior executive level administrative assistance to Partner and direct report Project Managers

Provide support with scheduling meetings, travel and events, contract drafts, obtaining Partner signature (for the Principal and Principal’s team members).

Provides administrative and clerical support including correspondence, typing, filing, and research.

Practices good judgement, discretion, and confidentiality of sensitive information.

Establish great working relationships with the Partner’s key stakeholders: The OZ Board, external clients, and direct reports and team. Create a high level of trust and confidence acting with the utmost professionalism and discretion over the phone, through written communication and in person to accomplish requests and achieve goals.

Creates intricate spreadsheets, word documents, and presentations (excel, InDesign and Power Point)

Aid in drafting contracts (AIA software knowledge preferred but not required).

Drafts proposals, letters and contracts for Principal to review.

Act as troubleshooter and problem-solver for Partner/Resort Hospitality Practice Leader.

Fills in at front desk for receptionist breaks (approx.1-2 hours per week).

Oversees administrative team to ensure coverage of front desk, trainings required, vacation coordination and performance reviews.

Organizes special efforts when needed (Holiday client gifts, Conference’s chaired by Principal prep, scheduling performance reviews for Principal etc.)

Implements office procedures

Aids Principal in setting up continuing education (CE) as required by 25-30 states (tracking of CE’s per state to maintain records and compliance), in coordination with Operations.

Helps prepare materials for distribution for OZ Board of Directors and Practice Area Leadership meetings (with oversite and guidance from the Principal).

Project start-up coordination with Partner oversite and coordination with Project Managers and Project Accountant

Proficient in Deltek Vision for entering and searching for basic project data and enters the information needed for project Start-up and Close out

Coordinates with Risk Management team to draft owner and consultant contracts and compile exhibits for Partner review and execution

Provides administrative support during all phases of a project, including the Contract Administration (CA) Phase. Keeps records, logs information, sends agendas and minutes.

Logs RFI’s, submittals (shop drawings) and AS I’s, in Access database, based on project specific protocol.

Tracks project change documents (Change Orders, Add Services) and Certificates of Payment, based on direction from the PM. Generates outstanding items reports and coordinates with the PM.

Has received training, understands and facilitates project archiving based on the OZ standard.

Archives project files and samples. Updates record drawings

Enters final project information into Deltek Vision in coordination with the Principals-In-Charge (PIC) and PM.

Assists project managers and Partner with project and team scheduling.

Attend team meetings, sets up team lunches and team events.

Coordinates and facilitates all aspects for client meetings and/or presentations.

Receives, coordinates and distributes all incoming and outgoing project documents

Sets-up and maintains project files as requested.

Creates and maintains the team directory in the project file for each assigned project.

Types and distributes documents (Meeting Minutes, Field Reports, etc.).

Submits principal monthly credit card and expense reports.

How to Apply: Please submit your online application with an uploaded resume for your application to be complete. Applications without a resume will be considered incomplete.