Executive Administrative Assistant

1 month ago

Miami, United States GURRIMATUTE Full time

Position: Executive Administrative Assistant


The Executive Assistant’s primary role is to support the owners in specific tasks and assignments, including but not limited to assisting with the preparation of fee proposals, contracts; vendor/sub-consultant correspondence and recruitment of new staff. The Executive Assistant should be a sharp and perceptive individual, knowledgeable in the work flow of an architectural business.


Job Responsibilities

  • Work under the direction of the Owner
  • Assist in the preparation of fee proposals, contracts, subconsultant agreements, and vendor subcontracts.
  • Assist in recruitment of new staff to support the firm’s worth.
  • Follow-up with project team members for collection of project status information.
  • Process Principals’ expense reports and receipts.
  • Request, collect and track Certificates of Insurance (COI’s), W-9 forms and insurance renewals from the Company’s various sub-consultants.
  • Collect and log business/project data, handle filing, scanning, printing, and transcribe meeting minutes.
  • Answer phones, and redirect calls to the appropriate team member, with the ability to get/filter disruptive calls.
  • Greeting and attending guests.
  • Coordinate lunch-and-learns, manage logistics, and handle vendor sample updates and product deliveries.
  • Manage the Principals' schedules, appointments, and meetings.
  • Facilitate travel arrangements, maintain all office supplies, and schedule events/activities.
  • All other duties as assigned.


Essentials/Core Competencies & Soft Skills

  • Organized, detail-oriented and highly focused at all times.
  • Systems and process-driven, able to adhere to operational procedures.
  • A bright, astute, and intuitive individual who possesses strong critical thinking and problem-solving skills.
  • Has the ability to quickly adopt new or changing technologies, methodologies, and applications
  • Has the ability to work in a team environment, with multiple principals
  • Self-disciplined and motivated with strong interpersonal skills.
  • English proficiency (Spanish is a plus) with excellent spelling and proofreading skills.
  • Valid State of Florida driver’s license and dependable transportation
  • Ability to always maintain confidentiality.


Work Experience

  • 3 to 5 years of administrative support experience within a professional services office environment (Candidates with A/E/C industry experience will receive additional consideration)


Education

  • Bachelor’s degree in Business, Communication, Human Resources, or Architecture


Computer Skills

  • Microsoft Office 365 (Word, Excel, Teams, and SharePoint)
  • Adobe Acrobat or Bluebeam Revu


Benefits

  • Salary Commensurate with Experience Promotion/Growth & Leadership Opportunities
  • Vacation, PTO & Holidays
  • Group Health, Dental, and Vision Insurance
  • Short-Term Disability Insurance
  • 401K


About Gurrimatute

Gurrimatute is an award-winning architectural and interior design firm, established for over 28 years and headquartered in South Florida. Gurrimatute's key market sectors include Transportation (Aviation and Seaports), Civic/Federal, Educational, and Healthcare with projects throughout the southeastern United States.


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