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Senior Administrative Assistant

2 months ago

Milwaukee, United States Zimmerman Architectural Studios Full time

 


Senior Administrative Assistant/Receptionist


This position is a first point of contact for clients, vendors, and visitors and focuses on providing excellent customer service.  This role is responsible for assisting the firm’s President/CEO and the COO with providing a high level of administrative support.  Therefore, organization, accuracy, diligence about details, and confidentiality are key essential skills.  Requires strong prioritization skills, attentiveness, and poise when faced with daily deadlines and requests.


Responsibilities:



  • Play a critical role as the firm’s receptionist and initial representative of the firm to potential new clients, current clients, employees, and other guests.
  • Coordinate calendaring for the President/CEO and COO ensuring accuracy, timely planning, and communication of appointments.
  • Prioritize conflicting needs; handle workload expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures.
  • Manage inquiries and incoming requests sent to President/CEO and COO. Research and execute on incoming issues and concerns addressed, including those of a sensitive or confidential nature.
  • Compose confidential correspondence, memos, and presentations; revise documents for proper format and proofread for accuracy.
  • Coordinate board meetings, shareholder meetings and other management meetings; assist in developing agendas, action items, follow-up, and organizing logistics.
  • Complete expense / credit card reports, coordinate requisitions/purchase orders and makes travel and lodging arrangements as necessary.


  • Ensure accurate and timely communication whether internal or external; maintain credibility, trust and support with studio leaders, shareholders, staff, and clients.
  • Manage and assist the coordination of internal meetings, lunch n’ learns, catering requests and company events. Function as the Company’s event coordinator.


  • Perform a variety of administrative duties and work on projects and assist where needed.                                                  

Required Skills and Experience:



  • Superior administrative skills, including demonstrated strengths in the areas of organization, customer service, and problem-solving.
  • Expert proficiency with Microsoft Office, Excel, and PowerPoint; ability to design and edit graphic presentations and materials.
  • Experience managing multiple Outlook calendars.
  • Proven ability to maintain a high level of integrity and discretion in handling confidential information.
  • Must take initiative and utilize excellent critical thinking skills with little direction.
  • Exhibit exemplary customer service qualities, a professional demeanor, and outstanding communication, teamwork, and relationship building skills.
  • High degree of professionalism in dealing with diverse groups of people.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response and turnaround.

We provide a comprehensive benefits program which reflects our healthy attitude towards a positive work/life balance, along with an energetic culture and incredible work environment. Submit your resume and compensation requirements by clicking the Apply Now Button.  Visit our website at for more information.                           


We celebrate diversity and are committed to creating an inclusive environment for all. We welcome the life experiences, talents, and contributions of all new hires to our team.


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