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Position: Executive Assistant
The Executive Assistant’s primary role is to support the owners in specific tasks and assignments, including but not limited to assisting with the preparation of fee proposals, contracts; vendor/sub-consultant correspondence and recruitment of new staff. The Executive Assistant should be a sharp and perceptive individual, knowledgeable in the work flow of an architectural business.
Job Responsibilities
- Work under the direction of the Owner
- Assist in the preparation of fee proposals, contracts, subconsultant agreements, and vendor subcontracts.
- Assist in recruitment of new staff to support the firm’s worth.
- Follow-up with project team members for collection of project status information.
- Process Principals’ expense reports and receipts.
- Request, collect and track Certificates of Insurance (COI’s), W-9 forms and insurance renewals from the Company’s various sub-consultants.
- Collect and log business/project data, handle filing, scanning, printing, and transcribe meeting minutes.
- Answer phones, and redirect calls to the appropriate team member, with the ability to get/filter disruptive calls.
- Greeting and attending guests.
- Coordinate lunch-and-learns, manage logistics, and handle vendor sample updates and product deliveries.
- Manage the Principals’ schedules, appointments, and meetings.
- Facilitate travel arrangements, maintain all office supplies, and schedule events/activities.
- All other duties as assigned.
Essentials/Core Competencies & Soft Skills
- Organized, detail-oriented and highly focused at all times.
- Systems and process-driven, able to adhere to operational procedures.
- A bright, astute, and intuitive individual who possesses strong critical thinking and problem-solving skills.
- Has the ability to quickly adopt new or changing technologies, methodologies, and applications
- Has the ability to work in a team environment, with multiple principals
- Self-disciplined and motivated with strong interpersonal skills.
- English proficiency (Spanish is a plus) with excellent spelling and proofreading skills.
- Valid State of Florida driver’s license and dependable transportation
- Ability to always maintain confidentiality.
Work Experience
- 3 to 5 years of administrative support experience within a professional services office environment (Candidates with A/E/C industry experience will receive additional consideration)
Education
- Bachelor’s degree in Business, Communication, Human Resources, or Architecture
Computer Skills
- Microsoft Office 365 (Word, Excel, Teams, and SharePoint)
- Adobe Acrobat or Bluebeam Revu
Benefits
- Salary Commensurate with Experience Promotion/Growth & Leadership Opportunities
- Vacation, PTO & Holidays
- Group Health, Dental, and Vision Insurance
- Short-Term Disability Insurance
- 401K
About Gurrimatute
Gurrimatute is an award-winning architectural and interior design firm, established for over 28 years and headquartered in South Florida. Gurrimatute’s key market sectors include Transportation (Aviation and Seaports), Civic/Federal, Educational, and Healthcare with projects throughout the southeastern United States.
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