Administrative Assistant

Ware Malcomb has an exciting opportunity for an Administrative Assistant to join our New York office will play a pivotal role in providing comprehensive administrative support. Responsibilities encompass aiding Office Leaders with their day-to-day tasks, such as scheduling meetings, events, presentations, client interviews, and handling data entry. Additionally, the assistant will contribute to office operations by managing client/visitor interactions, scheduling employment interviews, and ensuring adherence to office policies and protocols.

This role provides onsite support Monday through Friday with the hours 8 am - 5 pm.

Administrative Assistant Responsibilities:

• Ensure general office organization and tidiness, including pantries, conference rooms, and library areas.

• Provide general office support, ensuring well-stocked office supplies and overall organization and tidiness for the Newark office.

• Organize lunch meetings, including setup and cleanup.

• Familiarize with office systems such as Deltek VantagePoint, Hubspot, etc.

• Sort, distribute, and prepare daily incoming and outgoing mail/FedEx.

• Serve as a liaison for the office with the building landlord, Reprographics Company, etc.

• Organize office events.

• Perform light clerical duties such as data entry (entering/scanning contacts), typing, and filing.

• Handle printing, copying, and collating documents and large-size drawings.

• Assist in marketing functions, including preparing presentations, brochures, marketing collateral, and supplies, managing social media, and other communication tools and initiatives for each office.

Project Administration Responsibilities:

• Aid in preparing proposals.

• Assist in opening project numbers in Deltek Vantagepoint.

• Support in generating project reports from Deltek Vantagepoint.

• Assist in the intake, filing, and distribution of project-related material submittals in Newforma.

• Help with stamping or sealing drawings for the state or city.

• Prepare correspondence, such as letters of transmittal, cover letters, etc.

Administrative Assistant Requirements:

• Ability to work under pressure and maintain composure

• Ability to handle multiple tasks at one time

• Ability to interface courteously and efficiently with staff/visitors

• Excellent verbal and written communication skills

• Strong computer skills, including Microsoft Office programs and Internet skills

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.

With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects.

Ware Malcomb offers the best of both worlds - a small-office, supportive and nurturing work environment with large company resources and support - providing an amazing opportunity for professional growth. Ware Malcomb offers a wellness-focused company culture, competitive salary and overall benefits package.

Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and a Hot Firm and Best Firm to Work For by Zweig Group!