About CPA Architecture
CPA Architecture is a growing architecture and design firm specializing in complex mixed-use, multifamily, retail, hospitality, wellness and urban redevelopment projects throughout the Northeast and South Florida. Our work brings together architecture, development strategy and placemaking to create projects that respond to the needs of communities, clients and the people who ultimately experience them.
We are entering a period of rapid expansion and are building the team, systems and leadership structure required for our next stage of growth. This is an opportunity to become part of a forward-thinking firm working to redefine how mixed-use architecture is conceived, developed and delivered. The right person will join us at an important moment and have the opportunity to grow with the firm as we expand our reach, capabilities and impact.
Position Overview
CPA Architecture is seeking an exceptionally organized, proactive and dependable Administrative Assistant to support primarily the firm’s Principal, leadership team and architectural staff.
This individual will help bring structure and follow-through to a fast-moving creative environment. The successful candidate will be someone who anticipates needs, communicates professionally, manages competing priorities and takes genuine ownership of completing tasks.
This is not simply a receptionist or clerical position. We are looking for someone who can become a trusted administrative partner—helping protect leadership’s time, maintaining organization and ensuring that important details and commitments do not fall through the cracks.
Primary Responsibilities
- Manage emails, calendars, meetings, appointments and scheduling for the Principal and leadership team.
- Coordinate internal, client and consultant meetings, including invitations, agendas, Zoom links and follow-up items.
- Monitor deadlines, commitments and action items assigned during meetings.
- Assist with the preparation, formatting, proofreading and distribution of proposals, presentations, reports, correspondence and other business documents.
- Organize incoming communications and help identify matters requiring immediate attention.
- Coordinate travel arrangements, itineraries and related scheduling.
- Maintain organized electronic records, contact information and administrative files.
- Assist with project setup, document naming, final-file organization and general project administration.
- Support proposal submissions, qualification packages and business-development materials.
- Coordinate office events, team meetings, client presentations and occasional travel-related logistics.
- Assist with onboarding documentation and administrative support for new employees.
- Manage Principal licenses
- Communicate professionally with clients, consultants, public agencies, vendors and team members.
- Handle confidential business, employee and client information with discretion.
- Provide general administrative support wherever needed in a growing firm.
Ideal Qualifications
- Three or more years of administrative or executive-support experience, preferably in architecture, engineering, construction, real estate or another professional-services environment.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication.
- Professional judgment and the ability to represent the firm appropriately.
- Ability to prioritize multiple assignments in a deadline-driven environment.
- Strong follow-through and attention to detail.
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams and Zoom.
- Experience with Monday.com, BQE CORE, Adobe Acrobat or similar platforms is beneficial.
- Comfort learning new software, AI-supported tools and evolving office systems.
- Ability to work independently while remaining highly collaborative.
- A positive, resourceful and solutions-oriented attitude.
What Success Looks Like
- Leadership’s time is better organized and protected.
- Meetings are properly coordinated, and action items are consistently followed through.
- Communications and documents are accurate, timely and professional.
- Administrative information is easy to locate and remains current.
- The team receives dependable support without needing to repeatedly follow up.
- The individual gradually assumes greater responsibility as the firm expands.
Growth Opportunity
This position offers a meaningful path for professional development. A successful Administrative Assistant may grow into an Executive Assistant, Administrative Coordinator or Firm Operations role as CPA Architecture continues to expand.
Pay: $20.00 - $26.00 per hour
Benefits:
- 401(k)
- Health insurance
- Retirement plan
Work Location: In person
