Administrative Assistant

  • New York, NY
  • Full Time
  • Administration
  • Entry Level

ZGF is seeking an Administrative Assistant to join our team in our New York City office. We are seeking a driven individual who is a reliable administrator and office ambassador with excellent communication skills and attention to detail to join our close-knit New York administrative team.

As an Administrative Assistant, you will….

  • Receive all incoming phone calls, taking thorough messages and/or passing messages to the appropriate staff or team member for handling
  • Be responsible for all front desk operations including greeting office visitors, directing them to the meeting room location or applicable staff member
  • Responsible for maintaining public spaces to include reception area, kitchen, conference rooms, copy rooms and inventory closets throughout the office
  • Responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information
  • Responsible for meetings preparation to include coordination of in-house catering for meetings, room set up and break down, where possible
  • Responsible for reprographics orders and outgoing shipments via UPS, Fed Ex and other vendors
  • Responsible for ordering all office supplies
  • Coordinate all travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable.
  • Responsible for generating timely expense reports for Principals.
  • Responsible for proofing, editing, printing and distribution of correspondence; responsible for drafting meeting notes, reports, and presentation materials, as requested
  • Must be capable of working collaboratively (and as back-up) with other administrative colleagues. Perform basic project administration and executive assistance tasks as needed.
  • Capable of working independently with a high level of attention to detail


  • Minimum of a Bachelor’s Degree preferred
  • Experience within the A/C/E industry a plus.
  • Proficiency in Microsoft Office, Bluebeam and Deltek Vision
  • Proficiency in Adobe Suite preferred
  • Excellent organizational skills and attention to detail required
  • Excellent interpersonal skills; demonstrated ability to communicate and interact effectively with all levels of personnel
  • Ability to effectively and efficiently balance competing deadlines and priorities
  • High level of discretion and ability to maintain confidentiality
  • A collaborative and team-oriented disposition

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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