Office Manager/Executive Assistant

HKS INC; Salt Lake City (UT); On-site; USD 60,000 - 85,000; Full time

Job summary

HKS Inc. is seeking an experienced administrative professional to support our Utah office. You will manage confidential materials, coordinate meetings, travel, and events, and assist with marketing materials and onboarding processes.

The role requires strong organizational skills and the ability to work with staff at all levels. Proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and familiarity with Adobe InDesign/Illustrator are preferred.

Qualifications

• High school diploma or equivalent.
• Experience with MS Office and Adobe Creative Suite is preferred.
• Excellent communication and organizational skills.
• Ability to handle confidential information with discretion.
• Ability to manage multiple tasks and deadlines.

Responsibilities

• Provide comprehensive administrative support to teams for confidential materials.
• Prepare meeting agendas and assist with setup, including arranging meals and minutes.
• Schedule meetings, travel, conferences and interviews.
• Answer phones, distribute mail, and process expenses for staff.
• Perform desktop publishing for reports, presentations and correspondence.
• Assist Marketing with development and production of marketing materials.
• Provide backup reception coverage as needed.
• Train staff in administrative tasks and office duties.

Skills

MS Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Interpersonal skills

Communication skills

Education

High school education

College level preferred

Tools

Adobe InDesign

Adobe Illustrator

Job description

Overview:

Supports teams using a wide range of professional skills such as scheduling meetings and appointments, coordinating office needs and providing general administrative support to our employees. Highly organized and motivated to take initiative in supporting company operations and teams.

Responsibilities:

• Provides administrative support to teams for confidential and time sensitive material
• Prepares meeting agendas for assigned staff, assists with meeting set-up/ clean-up which includes ordering lunch and takes minutes as needed
• Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Assists Marketing team with the development and production of marketing materials
• Provides back-up coverage for reception on a regular basis as needed
• Trains staff in administrative and office duties as needed
• Oversees any enhancements to the office working environment such as office supplies, print room, kitchen, deliveries/mail, conference room
• Serves as the point person for maintenance, supplies, business license renewal, invoices and check requests
• Reconciles office credit card charges
• Liaisons with building management and facility vendors, including cleaning and security services
• Coordinates and plans office activities, such as parties and celebrations
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
• Coordinates with the Information Technology team with regards to office technology needs
• Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients

Qualifications:

• High school education; college level preferred
• Typically with 8+ years of related experience
• Proficient in MS Office Suite, specifically Outlook, Word, Excel, PowerPoint and Teams
• Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise and professional manner both verbally and in writing
• Ability to proactively problem solve and collaborate on innovative solutions
• Ability to work and collaborate in team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality

HKS is an EEO/AA Employer: M/F/Disabled/Veteran

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HKS is a global firm of architects, designers, planners and advisors who create places noted for their beauty and performance. Our 1,600 people in 29 offices are united by the belief that an environmental, social and governance approach to design achieves design excellence. In 2023, we became a carbon neutral firm. We value honesty, diversity and inclusion and we celebrate creative thinking. In partnership with our clients and collaborators, we craft powerful ideas and solutions. Together we create places that stand apart.

HKS, Inc. provides reasonable accommodation in its application process for qualified individuals with disabilities. For more information on what the Equal Employment Opportunity law encompasses, please click on the following links: EEO is the Law and Supplement. The following link is the Pay Transparency Nondiscrimination policy statement.