Executive Administrative Coordinator

Pappageorge Haymes Partners; Chicago (IL); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is looking for a proactive Executive Administrative Coordinator to support proposal development and project coordination. This role involves assisting the Founding Partner, engaging with clients and consultants, and streamlining internal processes. With opportunities for professional growth, you'll play a vital role in maintaining high standards of communication and documentation. If you're detail-oriented and thrive in a dynamic environment, this position offers a chance to make a significant impact within a leading design and planning architecture firm.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Annual Bonus

401(k) Match

Employee Stock Ownership Plan (ESOP)

Tax-free Commuter Benefits

Discounted Divvy Membership

Flexible Schedule

Qualifications

• 3+ years of administrative experience in an architectural or engineering setting.
• Essential skills in Microsoft Suite, especially Excel and Word.

Responsibilities

• Craft and track proposal documents with precision.
• Provide administrative support to the Founding Partner and manage project documentation.

Skills

Administrative Skills

Attention to Detail

Communication Skills

Proactive Multitasking

Education

3+ years administrative experience

Tools

Microsoft Suite

AIA Contract Documents

Google Apps

Deltek Vision

Mac-based Applications

Job description

Pappageorge Haymes Partners (PH), a leading design and planning architecture firm, is seeking a proactive Executive Administrative Coordinator to 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.

Seniority level

Entry level

Employment type

Full-time

Job function

Administrative

Industries

Internet Publishing