Administrative Assistant

Grace Design Studios; Fort Myers (FL); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Employer-paid health insurance

Profit sharing bonuses

401(k) plan with employer match

Paid Time Off

Holidays

Short-term and long-term disability保险

Life and AD&D insurance

Vision and dental insurance (voluntary

Job summary

Grace Design Studios, a nationally recognized architecture and design firm with 26 offices nationwide, is seeking an Administrative Assistant to be the first point of contact for clients, visitors, and employees and to support day-to-day office operations in a fast-paced AEC environment.

The ideal candidate is highly organized, dependable, and proficient with MS Office, calendar management, travel arrangements, and filing, with strong communication and a professional presence to represent the

Qualifications

• Prior administrative or office management experience in architecture, engineering, construction, or related professional services environment strongly preferred.
• Proficiency with MS Office and general office equipment.
• Strong communication, organization, and time-management skills.

Responsibilities

• Answer and direct phone calls and respond to inquiries.
• Greet and provide support to clients, visitors, and employees.
• Organize and schedule meetings and appointments; take detailed minutes.
• Order office supplies and manage research on deals and suppliers.
• Coordinate mail, packages, and project deliveries; maintain filing systems.
• Book travel arrangements and support general administrative duties.

Skills

Administrative experience

MS Office proficiency

Communication skills

Time management

Organization

Customer service

Office equipment handling

Education

High School diploma or equivalent

Tools

MS Office Suite

Printers & Fax machines

Job description

Description

Grace Design Studios is a nationally recognized architecture and design firm with 26 offices across the country. Guided by our values—Do Good. Be Great.—we design environments that enhance communities, inspire creativity, and deliver exceptional results for our clients.

The Administrative Assistant will be the first point of contact for clients, visitors, and employees and will serve as a professional representative of the firm. This position supports the day-to-day administrative needs of the office and project teams and requires someone who is highly organized, dependable, and comfortable working in a fast-paced architecture, engineering, or construction (AEC) environment. It is vital that they are a strong representative of the firm by being friendly and courteous.

Responsibilities

• Answer and direct phone calls and respond to general inquiries
• Greet and provide general support to clients, visitors, and employees
• Organize and schedule meetings and appointments
• Plan meetings and take detailed minutes
• Order office supplies and research new deals and suppliers
• Coordinate incoming and outgoing mail, packages, and project-related deliveries
• Maintain contact lists and appropriate filing systems
• Book travel arrangements
• Perform general administrative duties such as filing, typing, copying, binding, and scanning
• Maintain a professional and organized office environment

Required Skills

• Prior administrative or office management experience in architecture, engineering, construction, or related professional services environment strongly preferred
• Knowledge of office management systems and procedures
• Professional and courteous communication skills, both in person and via phone and email
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree
• Driver’s License

Benefits

• Employer-paid health insurance, effective the 1st of the month after date of hire
• Profit sharing bonuses
• 401(k) plan with an employer match
• Employer-paid short-term disability, long-term disability, and life and AD&D insurance
• Other voluntary benefits including vision, dental, accident insurance, critical illness, hospital indemnity, and supplemental life insurance are available
• Paid Time Off
• Holidays