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Administrative Assistant
ZGF Architects • Washington, DC 20080 • Posted 30+ days ago
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In-person • Full-time • Entry Level
Job Highlights
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ZGF Architects is seeking an Administrative Assistant to join our team in Washington, D.C., focusing on front desk operations, meeting preparations, and office management. The role involves handling incoming calls, greeting visitors, maintaining public spaces, managing mail and packages, coordinating meetings and travel arrangements, and generating expense reports. The ideal candidate will be a reliable administrator with excellent communication skills, attention to detail, and the ability to work independently.
Responsibilities
- 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.
- Maintain public spaces including the reception area, kitchen, conference rooms, copy rooms, and inventory closets throughout the office.
- Receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information.
- Preparation for meetings including 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.
- Order all office supplies.
- Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable.
- Generate timely expense reports and timesheets.
- Proof, edit, print and distribution of correspondence; draft meeting notes, reports, and presentation materials, as requested.
- Work collaboratively with other administrative colleagues and perform basic project administration and executive assistance tasks as needed.
- Work independently with a high level of attention to detail.
Qualifications
Required
- Minimum of a Bachelor's Degree preferred
- Proficiency in Microsoft Office Suite required
- 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
Preferred
- Experience within the A/E/C industry or other professional services environment
- Proficiency in Adobe Suite, Bluebeam and Deltek Vision
Full Job Description
ZGF is seeking an Administrative Assistant to join our team in our Washington, D.C. 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 DC 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.
+ Be responsible for maintaining public spaces to include reception area, kitchen, conference rooms, copy rooms and inventory closets throughout the office.
+ Be responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information.
+ Be responsible for meetings preparation to include coordination of in-house catering for meetings, room set up and break down, where possible.
+ Be responsible for reprographics orders and outgoing shipments via UPS, Fed Ex and other vendors.
+ Be responsible for ordering all office supplies.
+ Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable.
+ Be responsible for generating timely expense reports and timesheets.
+ Be responsible for proofing, editing, printing and distribution of correspondence; responsible for drafting meeting notes, reports, and presentation materials, as requested.
+ Work collaboratively with (and as back-up to) other administrative colleagues. Perform basic project administration and executive assistance tasks as needed.
+ Be capable of working independently with a high level of attention to detail.
Qualifications:
+ Minimum of a Bachelor's Degree preferred
+ Proficiency in Microsoft Office Suite required
+ 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
+ Experience within the A/E/C industry or other professional services environment a plus
+ Proficiency in Adobe Suite, Bluebeam and Deltek Vision a plus
+ Ability to work on-site (Downtown Washington D.C) Mondays through Fridays
Base Salary Range
$50,000/yr - $60,000/yr
Benefits
ZGF Employees Enjoy Medical, Dental and Vision coverage with a generous employer contribution, HSA with employer contribution, 401k with employer match, 4 weeks of PTO and 10 paid holidays per year, paid parental and family leave programs.
Apply With:
+ Cover letter
+ Resume
ZGF Architects LLP is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, 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 by submitting a cover letter and resume.
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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.
+ Be responsible for maintaining public spaces to include reception area, kitchen, conference rooms, copy rooms and inventory closets throughout the office.
+ Be responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information.
+ Be responsible for meetings preparation to include coordination of in-house catering for meetings, room set up and break down, where possible.
+ Be responsible for reprographics orders and outgoing shipments via UPS, Fed Ex and other vendors.
+ Be responsible for ordering all office supplies.
+ Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable.
+ Be responsible for generating timely expense reports and timesheets.
+ Be responsible for proofing, editing, printing and distribution of correspondence; responsible for drafting meeting notes, reports, and presentation materials, as requested.
+ Work collaboratively with (and as back-up to) other administrative colleagues. Perform basic project administration and executive assistance tasks as needed.
+ Be capable of working independently with a high level of attention to detail.
Qualifications:
+ Minimum of a Bachelor's Degree preferred
+ Proficiency in Microsoft Office Suite required
+ 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
+ Experience within the A/E/C industry or other professional services environment a plus
+ Proficiency in Adobe Suite, Bluebeam and Deltek Vision a plus
+ Ability to work on-site (Downtown Washington D.C) Mondays through Fridays
Base Salary Range
$50,000/yr - $60,000/yr
Benefits
ZGF Employees Enjoy Medical, Dental and Vision coverage with a generous employer contribution, HSA with employer contribution, 401k with employer match, 4 weeks of PTO and 10 paid holidays per year, paid parental and family leave programs.
Apply With:
+ Cover letter
+ Resume
ZGF Architects LLP is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, 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 by submitting a cover letter and resume.
Powered by JazzHR
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