Administrative Assistant - Madison

This position supports partners, architects, and project managers of the assigned studios in all administrative/clerical duties.  

Position Reporting Structure: This position has a direct reporting relationship to the Partners in charge of the assigned studios.

Key Corporate Relationships: This position is a primary position for many of the administrative functions of the assigned studios and as such has frequent encounters with internal customers such as partners, architects, project architects, and project managers.  Interaction with external customers is minimal.

Essential Functions (not in any specific order). Other duties may be assigned.

  • Preparing agendas
  • Taking team meeting minutes and preparing for distribution
  • Typing of AIA documents
  • Typing specifications
  • Typing letters and memos
  • Emailing correspondence
  • Answering phones as backup for receptionist
  • Coordinating coverage for administrative personnel who are absent, such as Office Assistant, Receptionist, and other Administrative Assistants
  • Miscellaneous clerical support tasks
  • Dictaphone transcription

Competencies:  Customer focus, flexibility, communication, initiative, interpersonal effectiveness, technical and professional knowledge, problem analysis and problem solving, demonstration of branding philosophy.

 

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills, and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: Post high school education is desired.  A minimum of 5 years in an administrative role in a general office setting is required.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively to all levels of employees in a one-on-one or small group setting.

Computer Skills: To perform this job successfully, an individual should be proficient in Microsoft applications such as Word, Excel, Outlook, and PowerPoint and industry specific software.

Other Skills and Abilities:

  • Excellent time management and prioritization skills
  • Detail orientated
  • Excellent organizational skills
  • Ability to get along with different personality types
  • Previous construction terminology is desired.