Executive Assistant

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Job description

Fentress Architects is a global design firm that passionately pursues the creation of sustainable and iconic architecture. Clearly established goals, a pioneering spirit, and the ability to rise to any challenge has propelled Fentress Architects to new heights since its beginning in 1980 and continues to contribute to the firm's success today.

Fentress' DC location offers a small studio environment in this globally recognized design firm and is looking for an experienced Executive Assistant/Office Manager to work alongside our Studio Director. This person will be organizing the day-to-day activities of the Director while assisting in operational functions of the DC Studio. An ideal candidate is responsive, thoughtful, self-directed, positive, and seeking a challenging role.

Responsibilities include:

• Filtering and prioritizing client visits or phone calls and communicate on behalf of the Studio Director.
• Managing the Studio Director's calendar, including making appointments and prioritizing the most sensitive matters.
• Travel coordination for the Studio Director and technical staff, as needed.
• Providing administrative assistance, to draft, edit, proofread and finalize correspondence. This includes preparation of communications on the Studio Director's behalf.
• Maintaining comprehensive and accurate records in accordance with the firm's file management and records retention policies.
• Providing outstanding customer service to all visitors, callers, clients and potential clients, and identifying the purpose of visit before directing them to the appropriate individual.
• Manage appearance Conference Rooms, Reception and Office Kitchen.

· Communicate with teams throughout the firm and assisting with project administration.

· Assist the Project Administration Manager and Accounting Department with review of consultant agreements and invoices.

• Serve as liaison between office and Property Management and manage office vendor contracts for minor maintenance, coffee and water service, food and beverage, and copy/plotting and ordering office supplies and materials.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Occasional event and party planning.

Disclaimer: Position descriptions are not intended, and should not be construed to be, an exhaustive list of all job functions, responsibilities, skills, efforts or working conditions necessary to perform a job. They are intended to be accurate reflections of principal job elements and may be supplemented as necessary.

We Value Someone Who:

· Contributes superior written and verbal communication skills

· Employs high attention to detail

· Is flexible with exceptional time management and organization skills

· Self-motivated, proactive, and forward-thinking

· Diplomatic and tactful

· Ability to use a team-oriented approach to problem solving

· Maintains a positive attitude and willingness to work with all team members

· Ability to work independently and multi-task in a fast-paced team environment

· Discrete concerning confidential, secure, or sensitive information

Qualifications:

· Candidates must have an Associates Degree in a business-related field (3+ years of Executive or Personal Assistant experience in a corporate environment may be substituted for degree experience).

· Demonstrates strong proficiency or advanced knowledge of Microsoft Office Suite.

· Preference given to someone strongly familiar with the Architecture, Engineering and Construction (A/E/C) industry.

· Knowledge of AIA Contract and Masterspec Software and other industry specific software is desirable

· This person will bring innovation and ideas that will enhance our studio and is comfortable in a dynamic working environment.

Our Company provides:

Competitive wages and excellent benefits include health, dental, 401k plus match, vacation and sick time. Qualified individuals should submit cover letter and resume via fentressarchitects.com.

• Fentress Architects is an equal employment opportunity employer and will consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, age (40 and over) gender identity, national origin, protected veteran status, disability or any other protected classification under federal and state law.