Administrative Assistant

3 months ago

Encinitas, United States Architecture Engineering Company Full time

Overview:

We are a dynamic architectural and construction firm with over 20 years of experience, offering services in architecture, roofing and waterproofing consulting, construction management, and forensic consultation. We serve a broad range of clients, including business owners, homeowners, developers, architects, contractors, associations, educational institutions, property managers, insurance firms, and legal professionals.


We are looking for a proactive and organized Administrative Assistant to join our team. This role involves closely collaborating with the VP and President, driving operational efficiency, managing projects, and contributing to business growth.


Responsibilities:

Administrative Tasks:

  • Manage the CEO's calendar, appointments, and meetings.
  • Anticipate and address the CEO’s needs proactively.
  • Prepare client reports, presentations, and responses to Requests for Proposals (RFPs).
  • Oversee project intake and close-out procedures.
  • Maintain records using T-Sheets, Monday, and Pipedrive.
  • Manage office environment, supplies, and coordinate events.
  • Handle company travel arrangements and monitor the general email account.

Client Relationship Management:

  • Build and maintain strong client relationships.
  • Keep detailed records of client interactions.
  • Communicate updates to clients and assist with project proposals.
  • Identify new client opportunities and represent the company at industry events.
  • Conduct client feedback interviews after project completion.


Qualifications:

  • Proven experience in administrative or executive support roles.
  • Strong organizational and multitasking skills.
  • Excellent communication skills, both written and verbal.
  • Proficiency with technology, including CRM software like Monday or Pipedrive.
  • Discretion, problem-solving skills, and a proactive attitude.
  • Experience with website management and social media is a plus.
  • Ability to work independently in a fast-paced environment.
  • Strong interpersonal skills for building and maintaining relationships.


If you are organized, detail-oriented, and have a passion for supporting dynamic teams, we encourage you to apply for this role.

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