ABOUT HMA:
HMA Architecture is a growing architecture firm serving clients throughout Northern California and Nevada. Our portfolio includes custom homes, multifamily communities, tribal projects, commercial developments, and other complex architectural work. As we continue to grow, we're looking for an organized, proactive professional to partner directly with our CEO and help keep priorities moving forward.
JOB SUMMARY:
This is more than a traditional executive assistant position. As Executive Coordinator to the CEO, you'll serve as a trusted partner responsible for keeping projects, commitments, meetings, and business opportunities organized and on track. You'll anticipate needs, coordinate priorities, follow through on action items, and help ensure nothing falls through the cracks. You'll also support business development efforts by researching prospects, coordinating outreach, and helping prepare the CEO for client meetings and networking opportunities.
If you're someone who enjoys bringing structure to fast-moving environments, solving problems independently, and helping leaders stay focused on high-value work, we'd love to meet you.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manage the CEO's calendar, priorities, meetings, and follow-up
- Prepare meeting agendas, notes, and action items
- Track projects, deadlines, and executive commitments
- Coordinate proposals, contracts, and client communications
- Support business development through prospect research, outreach, and pipeline management
- Schedule meetings and prepare briefing materials
- Coordinate special projects, vendors, and office initiatives
- Handle confidential information with professionalism and discretion
- Help improve processes and keep leadership initiatives moving forward
REQUIRED QUALIFICATIONS:
- 5+ years of experience supporting executives, operations, project coordination, or similar roles
- Exceptional organization and attention to detail
- Strong written and verbal communication skills
- Ability to prioritize multiple projects in a fast-paced environment
- Confidence communicating with clients, consultants, and business partners
- Experience with Microsoft 365 (Outlook, Teams, Word, Excel)
- Self-starter who takes ownership and follows through
PREFERRED:
- Experience in architecture, construction, real estate, or another professional services environment is a plus, but not required
- Takes initiative without waiting for detailed direction
- Enjoys organizing people, projects, and information
- Thinks ahead and solves problems proactively
- Communicates professionally and confidently
- Can adapt quickly as priorities change
- Loves bringing order to complexity
COMPENSATION & BENEFITS:
- $70,000-$85,000 per year, depending on experience.
- Company-sponsored medical and dental insurance
- Paid holidays and paid time off
- Retirement benefits
- Opportunities for professional growth within a growing firm
HOW TO APPLY:
Please submit:
- Your résumé
- A brief cover letter explaining why you're interested in this role
- A short example of a time you took an incomplete assignment, developed a plan, and successfully saw it through to completion
JOB DETAILS:
- FLSA Classification: Exempt
- Work Environment: Primarily work in an office environment. Occasional visits to client meetings or project sites may be required. Must be able to walk construction sites while following all required safety procedures and wear PPE when required.
EEO & AT-WILL DISCLAIMER:
HMA Architecture is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and consider all qualified applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other status protected by applicable federal, state, or local law.
Employment with HMA Architecture is at will, meaning that either the employee or the Company may terminate the employment relationship at any time, with or without notice and with or without cause, subject to applicable law. This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. HMA Architecture reserves the right to modify or assign additional duties and responsibilities as business needs change
Pay: $70,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
