Administrative Assistant

Populous; Kansas City (MO); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

On-Site Gym (Dallas/KC)

Hybrid Schedule

Licensure & Certifications Exams

Wedding Pay

Quarterly Kickbacks

Charitable Match Program

Wellness Health and Welfare Benefits

Job summary

Populous is seeking an Administrative Assistant to manage licensure and membership-related support for design professionals. The role requires multitasking, organization, and discretion in handling sensitive information.

Ideal candidates bring a degree or commensurate experience, 5+ years in an administrative role, and a proven history of supporting a team in an architecture/engineering environment. The position offers a competitive salary and comprehensive benefits.

Qualifications

• Outstanding communication skills and team-oriented mindset.
• Detail-oriented, organized, quick learner with adaptability.
• Ability to manage sensitive and confidential information.

Responsibilities

• Maintain records of licenses, certifications, and memberships for professionals.
• Track expirations and coordinate renewals for associations and licenses.
• Assist employees with licensure applications and renewals.
• Prepare and submit expense reports.
• Reconcile purchasing card expenses.
• Prepare and update project documents, RFIs, submittals, and meeting notes.

Skills

Communication

Detail-oriented

Organized

Team-oriented

Problem-solving

Education

Accredited degree or commensurate experience

5+ years Administrative Assistant experience

Tools

Microsoft Word

Microsoft Excel

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

Who We Are

Populous has 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 create moments bigger than ourselves. We’re a global specialized design firm with local roots in 8 cities across Americas. Populous offers 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 + On‑Site Gym (Dallas/KC) + Hybrid Schedule + Paid Architect Licensure & Certifications Exams + Wedding Pay + Quarterly Kickbacks + Charitable Match Program + Market Leading Wellness Health and Welfare Benefits.

Who We Are Looking For

We are seeking anAdministrative Assistantto provide licensure and membership‑related support for our 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

• Maintain accurate records of professional licenses, certifications, and memberships for architects and interior designers, including renewal dates, requirements, and associated fees.
• Proactively track upcoming expirations and coordinate timely renewals for AIA, IIDA, NCARB, NCIDQ, LEED, etc.
• Assist employees with licensure applications, renewals, and reciprocity requirements.
• Prepare and submit expense reports.
• Reconcile company purchasing card.
• Prepare and update various project documents, requests for information, submittals, and meeting notes.

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.
• 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.

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.

Additional Information

• Position requires the ability to occasionally lift items weighing up to 40 pounds.
• 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, FSA/HSA, paid time off and continuing education benefits. Populous is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, veteran status, disability status, or any other characteristic protected under applicable federal, state, or local laws.

No. 1 Most Innovative Company in Architecture byFast Company

No. 1 Firm in Cultural onInterior Designmagazine’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