Administrative Assistant

Flad Architects; Madison (WI); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Generous paid time off and holidays

Financial health benefits

Continuing education and career development

Hybrid work environment

Job summary

Flad Architects is seeking an Administrative Assistant for its Madison, WI office. The role involves supporting project teams with administrative functions such as report production, correspondence, and proposal preparation. Candidates should have a minimum of two years relevant experience, analytical and communication skills, and proficiency in Microsoft Office 365 and Adobe InDesign.

Flad offers health insurance, generous paid time off, and a hybrid work environment among other benefits.

Qualifications

• Minimum two years of relevant experience required.
• Ability to effectively work with team members and manage multiple demands.
• Strong attention to detail with analytical, technical, and organizational skills.

Responsibilities

• Execute and coordinate report production and processing.
• Edit and create written correspondence and documents.
• Prepare PowerPoint presentations for meetings.
• Support Project Managers with communication and scheduling.
• Assist with marketing proposal production and formatting.
• Coordinate internal and external meetings including logistics.

Skills

Team collaboration

Attention to detail

Analytical skills

Technical skills

Organizational skills

Effective communication

Education

Associate degree from an Administrative Assistant program

Tools

Microsoft Office 365

Adobe InDesign

Job description

Overview

If you enjoy being part of a team that solves complex challenges in a collaborative environment that celebrates each person's ideas, experience, and creativity, this might be the opportunity for you. Flad is a national architectural firm with ten offices looking to hire an Administrative Assistant to work in our Madison, WI office. This role will be responsible for a wide range of administrative functions supporting project teams, including reports, correspondence, contracts, and meetings. Flad is a team of creative, intelligent, energetic people who help our clients tackle the issues that change people's lives.

How will your days be spent

• Execute and/or coordinate report production, including information gathering, processing, reproduction of materials, proofing, and distribution.
• Edit and/or create written correspondence, adhering to Flad standards. Process interoffice memos, letters, transmittals, labels, contracts, forms, BODs, Concept Reports, meeting notes, etc., from verbal communication, email, handwritten notes, dictation, or transcription.
• Assist project teams in preparing PowerPoint presentations for client, consultant, and internal meetings.
• Support Project Managers with project start-up procedures. Assist Principals and Project Managers in communicating project information to teams, including project schedules, milestones, meetings, deadlines, etc.
• Provide support with marketing proposal production and proposal letters, which may include gathering information, processing, formatting, proofing, etc.
• Assist in the preparation of contracts with clients and subconsultants.
• Coordinate internal and external meetings, including agenda and presentation support, organizing attendees, ordering food, arranging space, setting up equipment and cleaning up. May include arranging conference and Teams calls.

What you bring to this role

Experience:

• Minimum two years of relevant experience required.
• Ability to effectively work with team members and manage multiple demands.
• Strong attention to detail with analytical, technical, and organizational skills.
• Effective written and verbal communication skills required.
• Availability during Flad's business hours of 8:00 a.m. to 5:00 p.m. is required. Must be able to work in the Madison office Tuesday through Thursday each week.

Education:

• An associate degree from an Administrative Assistant program is preferred.

Software Skills:

• Proficiency in Microsoft Office 365 (Word, Excel, and PowerPoint) required.
• Working knowledge of Adobe InDesign required.

Flad offers a wide range of benefits, including:

• Health, dental, and vision insurance
• Generous paid time off and paid holidays
• Financial health and wellness benefits - retirement savings plan; fiduciary advisor; identity theft plan; Section 125 flexible benefits; income protection - life insurance, short-term disability, long-term disability; Employee Assistance Program (EAP)
• Continuing education and career development - internal programs; funds set aside for external programs, annual professional registration, and organization reimbursement
• Hybrid work environment

Flad Architects is an Equal Employment Opportunity employer. Flad will provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

If you need a reasonable accommodation to apply for a position, please contact Human Resources at 608-238-2661 or email us at [e-mail].