Administrative Assistant

Populous; Houston (TX); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive salary and bonus packages

Medical, dental and vision coverage

401k

Flexible spending accounts

Paid time off

Continuing education benefits

Job summary

Populous, a global design firm, is seeking an Administrative Assistant to support executives and design teams in Houston. You will manage calendars, coordinate travel, prepare correspondence, and handle project files with precision.

The ideal candidate has 5+ years of admin experience in an architecture or engineering setting, exceptional communication, and strong proficiency in Microsoft Office and related tools. Overtime may be necessary, and a degree or commensurate experience is preferred.

Qualifications

• Outstanding communication skills and team-oriented mindset
• Detail-oriented, organized, learns quickly and adapts to new responsibilities
• Proficiency in Microsoft Office programs required, prior experience in Newforma preferred
• 5+ years of Administrative Assistant experience preferred
• An accredited degree in a related field or commensurate work experience

Responsibilities

• Scheduling meetings and maintaining calendars.
• Preparing and submitting expense reports.
• Preparing and composing correspondence, proposals, and reports.
• Proofreading and editing documents and consultant agreements.
• Setup and maintenance of electronic files, including project directory, consultants, CRM and client contact information.
• Preparing and updating various project documents, requests for information, submittals, and meeting notes.
• Managing project calendar including travel, meetings, deadlines, and team PTO.
• Organizing and attending project meetings, communicating meeting agendas, taking minutes, and disseminating information and action items.
• Tracking emails to anticipate and prepare for the needs of project teams.
• Liaison between project management, project team, and clients.
• Assisting with updating workplans for projects.
• Supporting the administrative needs of the design staff on assigned projects including shipping packages, booking travel, and arranging meals for client meetings.

Skills

Communication

Teamwork

Detail-oriented

Time management

Microsoft Office

Education

Related degree or commensurate experience

Tools

Newforma

Job description

We design the places where people love to be together — and we can’t do it without you.

Populous is all about people — it’s in our name. Attracting and retaining talented people who are passionate about their work is what makes us thrive. As a global firm, we have established roots in cities across the world, uncovering the very best local talent. The diversity of our team is our greatest strength and one of the most powerful sources of our creativity. We believe in supporting each other, coming together as a team to make sure everyone is fulfilled professionally, creatively, and personally.

Why Work With Us

Culture

Populous is built around the core values of integrity, entrepreneurial creativity, excellence and enjoyment. There are many milestones and celebrations along the way — yours and ours — and we share in these special moments together. We also reach beyond our offices to help make our local communities stronger, from engaging with university students and taking part in urban clean-up projects, to partnering with sports charities and promoting sustainable design.

Understanding people is what Populous is all about — and that begins with the people in our team. That’s why we have designed a comprehensive benefits program to support your employee experience at Populous and your life outside of work, including flexible work environments. From CrossFit in London, to the Noosa Triathlon in Australia to mental health check-ins in the Americas, we have all kinds of initiatives to help you keep mind and body in top condition.

Diversity, Equity, Inclusion + Belonging

With more than 1,600 colleagues in 33 offices spanning four continents, we value the incredible range of talents, beliefs, experiences and perspectives of every person that makes up our team. You bring your authentic self and we’ll set the stage for you to succeed.

Professional Development

Populous is a team of people that are emotionally connected to their work. We wouldn’t have it any other way. From mentor programs and cross-disciplinary design charettes to global conferences, you will have a wealth of opportunities to innovate and learn, shaping your career to meet your personal goals.

Our commitment to innovative design has earned us the top spot in architecture on Fast Company's list of the world's 50 most innovative companies.

“We are a team of fans, dreamers, thinkers and doers. We come together to amplify the magic of fandom and break barriers for the future of sports and entertainment.”

What happens when you provoke designers to bring to life a digital footprint?

Tapping the Power of a Global Knowledge Network

We design places where people love to be together.

Populous is a global design firm that began with a singular focus: to draw people together around the things they love, through experiences that capture all the senses, amplifying the atmosphere of excitement and pure joy shared in human moments.

We’ve designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. Populous is where architects and designers of all kinds create moments bigger than ourselves. We offer the best of both worlds: the resources and impact of the design giants and the tightly knit atmosphere and growth opportunities of smaller firms.

What We Offer:

• Professional On-Site Development/training Programs
• Summer Hours
• Paid Architect Licensure & Certifications Exams
• Wedding Pay
• Charitable Match Program
• Market Leading Wellness Health and Welfare Benefits

Who We Are Looking For:

We are seeking an Administrative Assistant to provide support for Executives, Architects and other design professionals. The ability to multi-task and prioritize is essential in this position. Our ideal candidate for this job is organized, resourceful and detail-oriented with previous experience with an architecture or engineering firm.

What Your Day Could Consist Of:

• Scheduling meetings and maintaining calendars.
• Preparing and submitting expense reports.
• Preparing and composing correspondence, proposals, and reports.
• Proofreading and editing documents and consultant agreements.
• Setup and maintenance of electronic files, including project directory, consultants, CRM and client contact information.
• Preparing and updating various project documents, requests for information, submittals, and meeting notes.
• Managing project calendar including travel, meetings, deadlines, and team PTO.
• Organizing and attending project meetings, communicating meeting agendas, taking minutes, and disseminating information and action items.
• Tracking emails to anticipate and prepare for the needs of project teams.
• Liaison between project management, project team, and clients.
• Assisting with updating workplans for projects.
• Supporting the administrative needs of the design staff on assigned projects including shipping packages, booking travel, and arranging meals for client meetings.

Requirements For Success:

• Outstanding communication skills and team-oriented mindset that encourages effective collaboration.
• Positive and professional attitude, resourceful nature, and excellent problem-solving capability.
• Detail-oriented, organized, learns quickly and adapts to new responsibilities.
• Ability to effectively manage sensitive and confidential information.
• Ability to anticipate and proactively prepare for what is needed by team leads.
• Highly self-motivated and capable of thriving in a fast-paced, deadline-driven environment.
• Proven administrative, time management, and multi-tasking skills.
• Proficiency in Microsoft Office programs required, particularly Word and Excel; prior experience in Newforma preferred.

Essential Qualifications:

• An accredited degree in a related field or commensurate work experience.
• 5+ years of Administrative Assistant experience preferred.
• Proven work history in office environment supporting a team.
• Overtime may be necessary.

Populous offers a competitive salary and bonus packages.

We strive to offer our staff the best benefits package in the industry, at the lowest cost to employees, including medical, dental and vision coverage, 401k, flexible spending accounts, paid time off and continuing education benefits.

Populous is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.

No. 1 Most Innovative Company in Architecture by Fast Company

No. 1 Firm in Cultural on Interior Design magazine’s Top 100 Giants

No. 1 Architecture Firm in Cultural Facilities by BD+C

No. 1 Architecture Firm in Convention Centers by BD+C

No. 1 Architecture Firm in Performing Arts and Concert Venues by BD+C