Job Description
Job Description
A well-established architecture firm in Boca Raton is seeking a highly organized, proactive and versatile administrative assistant to support the day-to-day operational needs of the office and provide comprehensive administrative and personal support to the owner. The ideal candidate will be a self-starter with exceptional time management skills and the ability to handle a broad range of office tasks, from scheduling and event planning to managing confidential documents and running necessary errands.
Key Responsibilities
I. Administrative & Operational Support
- Calendar & Travel Management: Manage calendars, schedule appointments and coordinate travel arrangements, including flights, hotels and car rentals.
- Office & Facilities Management: Manage day-to-day operational needs, coordinate and schedule necessary repairs, and maintain office supplies, stationary, business cards and kitchen stock.
- Communication & Correspondence: Serve as the primary point of contact for the office, answer and direct incoming calls, handle internal and external electronic communication (email, etc.), and RSVP to events.
- Document Management & Preparation: Prepare and type documents from drafts in Microsoft Word, Excel and PowerPoint. Print necessary agendas and paperwork for city board meetings. Prepare presentation materials, charts and graphs upon request.
- Record Keeping & Compliance: Maintain accurate client files for all correspondence and transmittals. Handle subpoena or lawsuit coordination and required documentation requests.
- Financial Support (Backup): Provide backup support to the interior department for processing purchase orders and invoices.
- Logistics: Coordinate courier services (FedEx, BDS courier, mail) and update the phone directory with new client information.
- Project Support: Prepare city applications for projects and assist with company proposals.
II. Meeting & Event Coordination
- Arrange and schedule internal and external meetings and seminars.
- Coordinate event details and venue logistics with outside vendors, including room layout, food and beverage, and equipment.
- Complete all necessary documentation related to seminars.
III. Personal & Errands Support
- Once permanent, run necessary office and personal errands (e.g., bank, grocery store, home improvement store, print shop).
- Coordinate office celebrations, including picking up employee birthday cakes/cards.
- Purchase client gifts/cards for special occasions (office and personal events such as baby, anniversary, wedding, Christmas).
- Schedule personal appointments (doctor, dentist, hair, etc.).
- Occasionally coordinate vehicle pick-up and drop-off at dealerships or rental agencies.
Required Skills and Qualifications
- Technical Proficiency: Strong working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
- Software Knowledge: Familiarity with virtual meeting applications such as Zoom, GoToMeeting and Microsoft Teams.
- Licensure: Florida Notary Public certification is a plus.
- Professionalism: Proven ability to handle confidential matters with discretion and maintain a high level of professionalism.
- Organization: Excellent time management, organizational and multitasking skills with the ability to prioritize work effectively.
This is a temp-to-perm opportunity with EXCELLENT benefits once permanent including full medical, retirement and generous PTO.
Company DescriptionYour next career growth opportunity!
Company Description
Your next career growth opportunity!