Executive Administrative Assistant

Settembrino Architects - Red Bank, NJ

Full-time

Job Description

Settembrino Architects, a regional architecture firm, seeks a well-qualified, energetic executive assistant for the Managing Principal at their Red Bank, NJ office. A/E/C industry experience is preferred but not required. Salary and benefits are commensurate with experience. Employees are eligible to sign up for our group insurance plan and company 401(k) program.

JOB RESPONSIBILITIES:

  • Supporting Managing Principals and staff in general organization operations.
  • Coordinating projects during the bidding and construction phases including:
  • Preparation of front end bid documents for public distribution.
  • Execution of the bidding process; tracking requests, distributing bid documents and addenda, preparation of documents needed for bid receipt.
  • Execution of AIA contracts and change orders.
  • Managing and tracking submittals, RFI’s, and change orders.
  • Applications for payment and project closeout.
  • Administrative tasks related to owner, contractor, and consultant correspondence including scheduling meetings, answering phone calls, transmittals, and any additional requests to help expedite project deliverables.
  • Maintain master calendar of in-house meetings and coordination with staff schedules. Provide meeting support as needed (meeting minutes, logistics, etc.)
  • Maintain and update all databases as needed.
  • Booking travel and hotel arrangements as needed.
  • Assist with trade shows including registration, exhibitor duties, shipments, booth setup, and coordination with venue for all services needed.
  • Work with vendors to schedule library updates, order samples, and schedule in-house training.
  • Work with our company bookkeeper on billing, invoicing, and related tasks.
  • Assist our Marketing Coordinator with proposal preparation, forms, and delivery.
  • General office tasks including ordering/stocking supplies, typing, filing, coordinating printer/copier maintenance and research for new equipment, processing mail, and office errands.

MUST HAVE:

  • Executive support experience.
  • Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.
  • Strong skills in Microsoft Word and Excel.
  • Math competency relating to invoicing and financial calculations.
  • Working knowledge of Adobe Acrobat.
  • A valid driver’s license and daily access to a personal vehicle.

PREFERRED:

  • Experience working with an architectural, engineering, or construction firm.
  • Experience with BQE ArchiOffice or ERP software.
  • Experience with Adobe Illustrator.

Job Type: Full-time

  • How many years of executive assistant experience do you have?

Job Type: Full-time

Experience:

  • relevant: 1 year (Preferred)

Work Location:

  • One location

Benefits:

  • Health insurance
  • Retirement plan
  • Paid time off

Company's website:

  • www.settembrino.com