Administrative Assistant/Receptionist

Zimmerman Architectural Studios, Inc.; Milwaukee (WI); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player seeks a Vice President, Director of Human Resources to enhance client interactions and administrative efficiency. This pivotal role involves being the first point of contact for clients and vendors, ensuring exceptional customer service while supporting the firm’s leadership with high-level administrative tasks. You'll manage intricate scheduling, coordinate meetings, and handle confidential correspondence, all while exhibiting outstanding communication and problem-solving skills. If you thrive in a dynamic environment and have a passion for fostering relationships, this opportunity offers a chance to make a significant impact in a collaborative architectural firm.

Qualifications

• Demonstrated strengths in organization, customer service, and problem-solving.
• Expert proficiency with Microsoft Office and managing multiple calendars.

Responsibilities

• Act as the firm’s receptionist and initial representative to clients and guests.
• Coordinate calendars for the President/CEO and COO with timely planning.

Skills

Administrative Skills

Customer Service

Problem-Solving

Organization

Microsoft Office Suite

Excel

PowerPoint

Outlook Calendar Management

Integrity and Discretion

Communication Skills

Tools

Microsoft Office

Excel

PowerPoint

Outlook

Job description

Direct message the job poster from Zimmerman Architectural Studios, Inc.

Vice President, Director of Human Resources at Zimmerman Architectural Studios, Inc.

First point of contact for clients, vendors, and visitors and focuses on providing excellent customer service. Responsible for assisting the firm’s President/CEO and the COO with providing a high level of administrative support. Organization, accuracy, diligence regarding details, and confidentiality are key essential skills. Requires strong prioritization skills, attentiveness, and poise when faced with daily deadlines and requests.

Responsibilities:

1. Play a critical role as the firm’s receptionist and initial representative of the firm to potential new clients, current clients, employees, and other guests.
2. Coordinate calendaring for the President/CEO and COO ensuring accuracy, timely planning, and communication of appointments.
3. Prioritize conflicting needs; handle workload expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures.
4. Compose confidential correspondence, memos, and presentations; revise documents for proper format and proofread for accuracy.
5. Coordinate board meetings, shareholder meetings and other management meetings; assist in developing agendas, action items, follow-up, and organizing logistics.
6. Complete expense reports, organize requisitions/purchase orders, and coordinate travel arrangements.
7. Manage and assist the coordination of internal meetings, lunch n’ learns, catering requests and company events.
8. Perform a variety of administrative duties and work on projects and assist where needed.

Skills and Experience Needed:

1. Superior administrative skills, including demonstrated strengths in the areas of organization, customer service, and problem-solving.
2. Expert proficiency with Microsoft Office, Excel, and PowerPoint.
3. Experience managing multiple Outlook calendars.
4. Proven ability to maintain a high level of integrity and discretion in handling confidential information.
5. Must take initiative and utilize excellent critical thinking skills with little direction.
6. Exhibit exemplary customer service, a professional demeanor, and outstanding communication, teamwork, and relationship building skills.
7. Ability to react with appropriate levels of urgency to situations and events that require quick response and turnaround.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Industries

Architecture and Planning