Executive Administrative Coordinator

Lensa; Chicago (IL); On-site; USD 65,000 - 130,000; Full time

Job summary

A leading design and planning architecture firm based in Chicago is seeking an Executive Administrative Coordinator. This role involves providing crucial support to the Founding Partner, assisting in proposal and contract processes, and engaging with clients. Ideal candidates will have 3+ years of administrative experience with strong skills in Microsoft Suite and a proactive approach to tasks.

Benefits

Medical, dental, and vision insurance

Annual bonus

401(k) match

Employee Stock Ownership Plan (ESOP)

Tax-free commuter benefits

Discounted Divvy membership

Flexible schedule

Qualifications

• 3+ years administrative, professional, or related experience required.
• Essential skills in Microsoft Office, especially Excel and Word.
• Experience with AIA Contract documents and Deltek Vision is a plus.

Responsibilities

• Assist in proposal development, contract preparation, and project coordination.
• Provide administrative support to the Founding Partner.
• Maintain a well-structured electronic filing system.

Skills

Attention to Detail

Proactive Multitasking

Legal Communication Skills

Education

3+ years administrative experience in architectural or engineering setting

Tools

Microsoft Suite

Mac-based applications

Google Apps

Job description

1 week ago Be among the first 25 applicants

Lensa is the leading career site for job seekers at every stage of their career. Our client, Pappageorge Haymes Partners, is seeking professionals in Chicago, IL. Apply via Lensa today!

Pappageorge Haymes Partners (https://www.pappageorgehaymes.com/) (PH), a leading design and planning architecture firm, is seeking a proactive Executive Administrative Coordinatorto assist in proposal development, contract preparation, and project coordination. In this role, you’ll also provide administrative support to the Founding Partner, assist with client and consultant engagement, and help streamline internal communication and documentation processes. This role offers the opportunity for professional growth and advancement within the firm.

Primary Responsibilities

• Proposals: Craft, organize, and track proposal documents with precision
• Contracts: Preparing and reviewing AIA Owner/Architect Agreements, Architect/Consultant agreements, and other legal documents
• Submittals: Participate in or prepare responses to Requests for Proposal/Qualifications.
• Executive Support: Provide administrative assistance to the Founding Partner by drafting and reviewing correspondence, and handling day-to-day organizational tasks
• Administrative Coordination: Facilitate the coordination of project documentation, support internal communication strategies and assist in the alignment and execution of project schedules and deliverables
• Insurance Certificates: Request, distribute, and manage certificates for projects
• Client and Consultant Engagement: Actively engage with clients and consultants, proactively following up to secure signed agreements and proposals
• Document Management: Maintain a well-structured electronic filing system
• Marketing Committee: Participate in the Marketing Committee, contributing to the development and implementation of marketing strategies and promotional materials
• Attention to Detail: Exhibit exceptional verbal and written legal communication skills, with a sharp eye for proofing and editing to maintain the highest standards of grammar and clarity
  
  

Qualifications

• Professional Experience:3+ years administrative, professional, or related experience required (architectural, engineering setting preferred)
• Proficiency in Microsoft Suite:Essential skills in Microsoft Suites, especially Excel and Word
• Versatility:Experience with AIA Contract documents, Mac-based applications (Pages, Numbers, Keynote), Google Apps (Sheets, Docs, etc) and Deltek Vision is highly beneficial
• Proactive Multitasker:Takes initiative, self-motivated, versatile and highly dependable
  
  

Salary is based on qualifications and experience. Employee benefits include medical, dental, and vision insurance, annual bonus, 401(k) match, Employee Stock Ownership Plan (ESOP), tax-free commuter benefits, discounted Divvy membership, flexible schedule.

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Contract

Job function

• Job function

  Administrative

• Industries

  IT Services and IT Consulting

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