Administrative / Office Assistant

Arquitectonica; Miami (FL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

401K

Flexible paid vacation

Parking included

Job summary

A leading architecture firm in Miami is seeking an experienced Administrative Assistant with a minimum of three years’ experience. This role requires excellent written and verbal communication skills and the ability to manage scheduling and provide support to visitors. Candidates should be proficient in Microsoft Office and have strong organizational skills. Employee benefits include 401K, flexible paid vacation, and parking. Join a dynamic team in a fast-paced environment.

Qualifications

• Minimum three years of administrative support experience in the A/E industry preferred.
• Ability to interact with senior management and external clients professionally.
• Experience in managing calendars and scheduling.
• Strong organizational skills.
• Ability to interact with senior management and vendors professionally.
• Proficient in Microsoft Office; Bluebeam Revu and Adobe knowledge a plus.
• Experience with SharePoint, GoToMeetings or Zoom.
• Bilingual English & Spanish preferred.

Responsibilities

• Manage PM’s calendar and scheduling in real-time.
• Prioritize emails, gather documents for meetings, and take meeting minutes.
• Provide general support to visitors and maintain contact lists.
• Filter and coordinate internal and external requests.
• Provide general support to visitors.
• Develop and maintain filing system; typing, copying, scanning, binding, etc.
• Maintain contact lists.
• Handle confidential information with discretion.
• Reception support during breaks, days off or sick days; schedule 9AM-6PM.

Skills

Excellent written and verbal communication skills

Strong organizational skills

Bilingual - English & Spanish preferred

Proficiency in Microsoft Office (Word, Excel)

Experience in various technology platforms

Education

High School Diploma or equivalency

Tools

Microsoft Office

Bluebeam Revu

Adobe

SharePoint

GoToMeetings

Zoom

Job description

Arquitectonica is an award-winning, design-focused architecture and planning firm with a worldwide practice of 500+ employees located in nine offices. Our Miami Office is seeking an Administrative Assistant with a minimum of 3 years’ experience to join our team.

Roles and Responsibilities:

• Manages and maintains the PM’s calendar and all scheduling in real-time preventing conflicts
• Prioritizing emails and phone calls, gathering documents to prepare for meetings, and taking meeting minutes
• Help manage the day to day production on specific projects to help team meet deadlines accurately
• Effectively filtering and coordinating internal and external requests
• Provide general support to visitors
• Develop and maintain a filing system, typing, copying, scanning, binding, etc.
• Maintain contact lists
• Handle confidential information with absolute discretion
• Reception support during breaks, days off or sick days. Daily schedule is from 9AM - 6PM.

Minimum Requirements:

• High School Diploma or equivalency
• Minimum three years of administrative support experience preferably in the A/E industry.
• Candidate must have excellent written and verbal communication skills and possess a strong desire to excel in a fast paced, challenging and client-focused environment.
• Strong organizational skills
• Ability to interact with senior management, external client organizations and vendors on a professional level.
• Must be proficient in Microsoft Office (Word, Excel); Bluebeam Revu and Adobe knowledge a plus
• Experience in various technology platforms such as SharePoint, GoToMeetings or Zoom
• Bilingual - English & Spanish is preferred

Employee Benefits & Perks:

• 401K
• Flexible paid vacation
• Parking included

Note: This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s). Duties described are not to be interpreted as being all-inclusive or specific to any individual team member.

Arquitectonica International Corporation is an equal opportunity employer committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other characteristic protected by applicable laws, regulations and ordinances. DFWP.

Arquitectonica International Corporation is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability.

Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and/or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.

No Third Party Agencies or Submissions Will Be Accepted.

Successful applicants must be able to demonstrate authorization to work in the United States upon hire.