Administrative Assistant — Architecture Firm

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 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.