Administrative Assistant

Archinect; Los Angeles (CA); Hybrid; USD 42,000 - 58,000; Full time

Job summary

office42 architecture in Los Angeles seeks an administrative assistant to support a growing 15-person firm. The role requires a bachelor’s degree in a creative field and 1–3 years of admin experience in architecture or a similar environment.

Proficiency with Mac OS, Google Suite, Word, Excel, PowerPoint, Keynote, and Adobe/InDesign is preferred; Spanish is a plus, but strong communication and organization are essential.

Qualifications

• Bachelor's degree in a creative discipline is required; open to hiring recent graduates.
• 1–3 years of experience in administrative assistance in an architecture firm or similar field.
• Experience in sales, proposal writing, billing, and design software proficiency (Adobe Suite/InDesign); Spanish-speaking a plus; strong communication and organizational skills are essential.

Responsibilities

• Greet office visitors in a friendly and professional manner.
• Answer and direct multi-line phone systems, and manage mail and courier packages.
• Website and social media management.
• Load dishwasher and keep reception, conference rooms, material room, and kitchen/pantry areas stocked and clean.
• Organize, file, and track architectural drawings, transmittals, contracts, and punch lists; order materials for design teams.
• Support the Business Development team with graphic material prep, awards & RFP/RFSQ submissions.
• Support the Principal Architects in executive assistant responsibilities, such as managing their calendar.
• Set up Lunch & Learns, employee celebrations, happy hours, staff meetings, etc.
• Prepare conference rooms and AV/presentation technology for meetings.
• Coordinate building maintenance, vendor visits, and office supply orders.
• Maintain digital and physical information organized.
• Order office supplies as needed and maintain inventory.
• New client intake: Schedule consultations, input client information, track milestones.
• Manage and keep the business certifications up to date (SBE, WBE, DBE, SLB, B Corp).
• Research new project opportunities.
• Support onboarding of new employees as needed.
• Other administrative duties as needed.

Skills

Communication skills

Organizational skills

Detail oriented

Self-motivated

Education

Bachelor's degree in a creative discipline

Tools

Mac OS

Google Suite

Word

Excel

PowerPoint

Keynote

Adobe Creative Suite

InDesign

Job description

office42 architecture is a mission-driven firm that designs residential, commercial, and non-profit work. We are looking for people passionate about making communities better through architecture, who are self-motivated and detail-oriented. We are committed to working on the issues of housing and homelessness. office42 is a diverse office and an ally to make the profession more equitable.

office42 architecture is a 15-person firm and is quickly growing, and this role is key to the business. A bachelor's degree in a creative discipline is required; open to hiring recent graduates. Our ideal candidate would have 1-3 years of experience in administrative assistance in an architecture firm or similar field. Experience in sales, proposal writing, billing, technical abilities (Mac OS/Google Suite/Word/Excel/PowerPoint/Keynote), design software proficiency (Adobe Suite/InDesign), and Spanish-speaking are a plus, but great communication and organizational skills are essential.

Job Responsibilities Include:

• Greet office visitors in a friendly and professional manner
• Answer and direct multi-line phone systems, and manage incoming/outgoing mail and courier packages
• Website and social media management
• Load dishwasher and keep reception, conference rooms, material room, and kitchen/pantry areas stocked and clean
• Organize, file, and track architectural drawings, transmittals, contracts, and punch lists and order materials for design teams
• Support the Business Development team with graphic material prep, awards & RFP/RFSQ submissions
• Support the Principal Architects in executive assistant responsibilities, such as managing their calendar
• Set up Lunch & Learns, employee celebrations, happy hours, staff meetings, etc.
• Prepare conference rooms and AV/presentation technology for meetings
• Coordinate building maintenance, vendor visits, and office supply orders
• Maintain digital and physical information organized
• Order office supplies as needed and maintain inventory
• New client intake: Schedule consultations, input client information, track new project milestones, field questions, etc.
• Manage and keep the business certifications up to date, such as SBE, WBE, DBE, SLB, B Corp, etc.
• Research new project opportunities
• Support with onboarding of new employees as needed
• Other administrative duties as needed

We foster an environment of support, growth, and ownership for our employees, with a strong family-like atmosphere that is collaborative. We asked our team what they liked about working at office42 and their responses include:

• What I appreciate most about working at o42 is having coworkers who share values around the accessibility of design services and are interested in housing justice in the Los Angeles community.
• One of my favorite things about our office is that we have a working environment in which we are encouraged to learn, grow, and to explore the things that motivate us in our field.
• I am inspired by our fun, creative, and collaborative team, who have a common goal of making an impactful positive change in people’s lives, and our community, through design.
• office42 is a very holistic place to work: It is the best of both worlds, as they offer the benefits of a large corporate firm, but with the small tight-knit feel of a community, all while getting mentorship and guidance of both personal and professional development.
• Because office42 is mission driven, every project is exciting to be part of because I know the work we are producing has some level of positive impact.
• office42 architecture is an exceptional place to work, as its leaders support exploring a variety of interests within architecture and interior design, while also encouraging their employees to pursue their own creative ideas.
• This company is full of heart. As a small mission based firm, we at office42 care about our team as much we do about the community around us, and we have many opportunities to make positive change in a directly impactful way.

OUR VISION

office42 architecture is a mission-driven architecture firm that was founded on one simple premise: Good design, innovation, and creative solutions should be available to all. Across all budgets, through design, strong planning, and clear communication, we help individuals, companies, and communities realize their vision for their homes, offices, and community spaces.

The firm’s mission is rooted in social justice which includes bringing a high level of professional experience to a diverse and broad clientele, as is reinforced by our status as a certified B-Corporation. The spaces people occupy, how they live, and the design of their surroundings have a strong impact on people’s lives. We see our projects as more than just a building, a lot, or a location, but an opportunity to affect communities in a distinct and lasting positive way.