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
- 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 with the company including full medical, retirement and generous PTO. Apply today!
Company DescriptionYour next career growth opportunity!
Company Description
Your next career growth opportunity!