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Administrative Assistant

ZGF is seeking an Administrative Assistant for the Seattle office to join our team. We are looking for self-motivated people who are reliable administrators with a strong work ethic and excellent communication skills.

As an Administrative Assistant, you…

  • Will be responsible for generating timely expense reports for Principal(s) and/or Partner(s).
  • Will be responsible for maintaining calendars and scheduling all meetings to include room reservations and set-up, catering, meeting materials, video or conference call arrangements and other logistics.
  • Will be responsible for proofing, editing, printing and distribution of correspondence; responsible for drafting meeting notes, reports and presentation materials, as requested.
  • Must be capable of responding with urgency, to scheduling requests in an effort to balance competing priorities of projects, offices and marketing deadlines.
  • Must be confident in initiating communication with internal and external parties and diligent with follow-up to ensure required information is submitted.
  • Will be responsible for coordination of travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas, where applicable.
  • Will be responsible for incoming phone calls, taking thorough messages and/or passing messages to appropriate staff or team members for handling.
  • Will receive and distribute e-mail, daily incoming mail and packages using excellent judgement in determining priority and urgency of information.
  • Must be capable of working collaboratively (and as back-up) with other administration colleagues.
  • Will provide receptionist relief duties in case of absence for Receptionist and General Office Assistant.
  • Have a willingness to contribute however possible to ensure the overall effectiveness of support for staff, department and office.

Qualifications:

  • Experienced in general administrative duties.
  • Minimum Bachelor’s degree preferred.
  • Proficient in the following software applications:
    • Microsoft Word, Excel, Outlook
    • BlueBeam a plus, though not required
    • InDesign a plus, though not required
    • PowerPoint a plus, though not required
    • Deltek Vision a plus, though not required
  • Knowledge of architectural / engineering terminology a plus, though not required
  • Must be able to articulate with excellent communication skills and writing abilities, able to interact effectively with employees, consultants, clients and the public.
  • Must have experience managing calendars with competing priorities.
  • Must be organized with experience coordinating complex travel arrangements and logistics (domestic and international)
  • Must possess a strong work ethic and ability to respond with urgency to requests in a fast-paced work environment.

Reports To:

  • Office Manager; and Assigned Partner, Principal or Dept. Head.

Workplace:

  • Work often requires repetitive movement of the wrists, hands and/or fingers.
  • Concentrated mental and/or visual attention; work involves performing tasks to very close accuracy and quality specifications.

Apply With:

  • Cover Letter
  • Resume

ZGF Architects LLP is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We invite qualified candidates to apply online posting cover letter and resume.

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