Position Overview:
As the Architectural Executive Assistant, you will directly assist the Executive Architect in their daily operations, managing schedules, coordinating projects, and facilitating effective communication within the architectural team, with external stakeholders and with company employees.
This role requires exceptional organizational skills, a high level of professionalism, and the ability to handle confidential information with discretion.
Responsibilities:
Calendar and Schedule Management:
- Manage the Executive Architect's calendar, schedule appointments, and arrange meetings, ensuring efficient time management and prioritization of tasks
- Coordinate and schedule internal and external meetings, conferences, and events, handling logistics, reservations, and travel arrangements as needed
- Anticipate scheduling conflicts and proactively resolve them, ensuring optimal use of the Executive Architect's time
Project Coordination and Communication:
- Collaborate closely with the Executive Architect on project-related activities, including monitoring project timelines, deliverables, and milestones
- Facilitate communication and coordination among the architectural team, clients, consultants, contractors, and other stakeholders to ensure effective project execution
- Prepare and distribute project-related documents, reports, and presentations, maintaining accuracy and confidentiality
Administrative Support:
- Assist the Executive Architect in drafting and editing correspondence and reports, providing support in drafting proposals, ensuring adherence to established standards and guidelines
- Manage and organize documents, files, and records, both in physical and electronic formats, maintaining a systematic filing system for easy retrieval
- Conduct research, compile data, and prepare relevant information for meetings, presentations, and reports
Timesheet and Expense Management:
- Manage the architect's timesheet, ensuring accurate recording of project hours and adherence to deadlines
- Collect, review, and process the architect's expense submissions, verifying receipts, categorizing expenses, and ensuring compliance with company policies
Confidentiality and Discretion:
- Handle sensitive and confidential information with utmost professionalism and discretion, maintaining a high level of confidentiality at all times
- Exercise sound judgment and maintain a professional demeanor when dealing with sensitive issues or situations
Qualifications:
- Proven experience as an executive assistant or in a similar role, preferably in an architectural or design firm
- Strong organizational skills with the ability to multitask, prioritize, and meet deadlines in a fast-paced environment
- Excellent communication skills, both written and verbal, with a keen attention to detail
- Proficient in using productivity tools, such as Microsoft Office Suite and project management software
- Familiarity with architectural terminology, processes, and documentation is desirable
- Experience in managing timesheets and expense submissions is preferred
- Experience using Microsoft Teams and Office suite is preferred
- Experience using ChatGPT or similar AI language models for message composition and editing is preferred
- Professionalism, integrity, and a high level of discretion when handling confidential information
- Ability to work independently, take initiative, and anticipate needs, while also collaborating effectively within a team
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