Administrative Assistant

1 week ago

Portland, United States MWA Architects, Inc. Full time

Job Type

Full-time

Description

MWA Architects is a mission-based, award-winning architecture firm located in San Francisco, CA, and Portland, OR. Celebrating our 36th year, MWA serves the essential needs of the community through innovative, thoughtful, and respectful design. This position is located in the Portland, OR office and is a hands-on individual contributor role that involves frequent interaction with MWA employees, clients, insurers, allied organizations, and vendors. The position also requires some remote support of the San Francisco office. The Administrative Assistant is responsible for all areas of the office experience, including maintaining a welcoming environment, managing calls and greeting guests, and keeping office supplies stocked in keeping with our Just Label™ commitment. This position requires administrative support duties for the Finance and HR teams as well. Strong verbal and written communication skills, as well as excellent attention to detail and follow-through to the completion of tasks, are required.

Primary Responsibilities:

Office/Administration Duties

Cover the duties of reception

  • Welcome guests and notify employees of visitors
  • Send and receive packages
  • Answer main phone line and forward calls
Manage office operations/administrative support
  • Coordinate operations and maintenance with building management and arrange for office maintenance when needed
  • Procure kitchen, pantry, and office supplies in keeping with Just Label™ purchasing guidelines
  • Coordinate catering for office meals and on-site and off-site meetings in keeping with Just Label™ purchasing guidelines
  • Assist with conference room set-up, clean-up, and coordination of meetings
  • Assist project teams with occasional billable administrative work, including word processing for notes, meetings, and document formatting; travel planning and reservations; database updates such as Microsoft (MS) Outlook and Excel
  • Maintain kitchen and supply areas and care for office plants
  • Arrange office celebrations
Finance/Accounting Support
  • City/County registrations and licenses
  • Ad hoc financial reports
  • Assist Project Accountant with monthly billings
  • Vacation approval postings
Human Resources Support
  • Assist with recruiting activities such as posting jobs, and scheduling interviews.
  • Other ad hoc tasks and projects as necessary.
Marketing Support
  • Manage calendar for volunteer opportunities and other firm events
  • Research and track award submittal opportunity due dates
  • Track charitable organizations/donations
  • Research and track client gifts
  • Proposal support in coordination with Senior Marketing Coordinator
  • Promotional support/Website posting changes
Database Administration
  • Utilize Airtable to track contacts, sub-consultants, projects, staff profiles, and similar
Skills and Experience
  • At least three years of administrative assistant experience
  • Flexible at changing tasks
  • Detail-oriented
  • Strong verbal and written communication skills
Software Competencies
  • Adobe InDesign
  • Airtable
  • MS Suite
  • Internet research
  • Bluebeam Revu (PDF tools)
  • Deltek Vision (can be acquired on the job)
Physical/Mental Demands

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to report to the office in person five days a week and move about the office; communicate with others verbally and in written format; use computers and telephone, and move items and set up conference rooms. May need to occasionally lift and/or move up to 10 pounds.

Benefits
  • MWA offers a competitive salary and compensation package, including paid time off (PTO), eight paid holidays, and an employer-matched 401K.
  • We offer a benefits package that includes medical, dental, and vision insurance; flexible spending accounts (FSA); long-term disability, life insurance, and Employee Assistance Program (EAP).
  • You will be provided support in your professional development through continuing education opportunities, assistance with professional accreditations, and personalized mentorship.
Salary Range:
  • At MWA Architects, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within a role. The base pay range for this role is between $27.04 and $30.00 per hour and will depend on your skills, qualifications, and years of experience.

Applicants:

MWA Architects is an equal opportunity employer committed to inclusion and diversity. We ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.

MWA will not discriminate or retaliate against applicants who inquire about, disclose, or discuss their compensation or that of other applicants. Pay Transparency Nondiscrimination Provision (dol.gov)

MWA will consider all qualified applicants with criminal histories for employment in a manner consistent with applicable law.

MWA participates in the E-Verify program in certain locations as required by law. EVerify.pdf (multiscreensite.com)

MWA is committed to providing reasonable accommodation to applicants with physical and mental disabilities. If you need an accommodation at any point during the hiring process, please contact ckittinger@mwaarchitects.com.

Salary Description

$27.40 - $30.00/hr

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