Executive Administrative Assistant

Settembrino Architects - Red Bank, NJ


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.


  • 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.


  • 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.


  • 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


  • relevant: 1 year (Preferred)

Work Location:

  • One location


  • Health insurance
  • Retirement plan
  • Paid time off

Company's website:

  • www.settembrino.com