Executive/Admin Assistant

Hill West Architects; New York (NY); On-site; USD 75,000 - 110,000; Full time

Job summary

Hill West Architects in New York City is seeking a full-time Executive Assistant to support the firm's two partners. The role requires a bachelor’s degree and a proactive, discreet approach with excellent organizational and communication skills.

The successful candidate will manage complex calendars, coordinate meetings and travel, prepare confidential documents, and interact professionally with clients and staff. A detail-oriented, can-do team player is essential.

Qualifications

• Bachelor’s degree required for consideration.
• Degree in business administration, communications, or graphic design preferred.
• 5+ years of administrative experience.
• Strong MS Office skills and proofreading ability.
• Experience supporting a high-level team in a fast-paced environment.

Responsibilities

• Provide administrative support to the two partners
• Direct incoming calls and correspondence to streamline communications
• Manage heavy calendar activity, scheduling, and travel
• Prepare confidential documents and maintain files
• Interact professionally with clients and staff
• Provide general admin support including reception coverage
• Growth potential within the role

Skills

Administrative support

Calendar management

Discretion

Communication

Microsoft Office

Multitasking

Education

Bachelor's degree

Business administration

Communications

Graphic design

Tools

Microsoft Office Suite

Job description

A leading and award winning architectural firm in NYC seeking a full time Executive Assistant to support the firm's two partners. To be considered for this role each candidate must have a bachelor's degree. A degree in business administration, communications, or graphic design preferred as well as experience supporting a team of high-level professionals. The candidate must be able to handle all matters with a high level of discretion and be a proactive team player with a \"can do\" approach. We're looking for a detail-oriented candidate with strong organizational, time management, analytical, and problem solving skills.

Job Responsibilities

• Provide administrative support to the two partners
• Streamline communications by directing all incoming calls and correspondence
• Manage heavy calendar activity, scheduling, confirming and tracking internal and external meetings, conferences and travel
• Prepare documents, maintain files, reports and other highly confidential business documents
• Interact with internal and external clients in a highly professional manner
• Provide general administrative support, which includes phone coverage, reception desk coverage, and day-to-day operations
• Additional responsibilities assigned as needed
• Potential room for growth

Job Requirements

• 5+ years of administrative experience
• Strong knowledge of Microsoft Office Suite
• Strong verbal and written communication skills, proof reading/editing skills
• Experience in A&E industry is a big plus
• Ability to multitask and prioritize competing projects with a meticulous attention to detail
• Ability to handle the stress of working in a dynamic, fast paced environment
• Energetic and engaging; able to establish a strong rapport with clients and multiple levels of staff