Administrative Assistant

Work from home Full-time role Hiring

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. https://waremalcomb.com/life-at-ware-malcomb/

The Administrative Assistant will provide administrative support to the Ware Malcomb Oak Brook and Chicago offices. Responsibilities include supporting office leadership in day to day administrative activities as well as light marketing support. This includes scheduling meetings/presentations, client interviews, assisting with client / visitor interface and overall office policy & protocols.

This position will be in office.

Your Role

Coordinate outside vendor Lunch & Learns/AIA CEU opportunities

Coordinate internal training calendar

Meeting scheduling logistics (calendar management and booking for kickoffs, large client meetings, business development, new hire interviews, employee reviews, etc.)

Manage vendor/material library catalog for architecture & interiors teams

Manage office seating chart and updates

Office Cultural / Social Ambassador:

Ordering lunches, snacks, beverages, and office supplies

Assistance with scheduling office outings (event & restaurant reservations, etc.)

Collaboration with corporate HR and IT departments.

Marketing coordination - event signups, project photography, social media, manage branded office SWAG

Coordination with Building Management:

Management of keys, fobs, fitness center waivers for all office staff

Scheduling external building conference/trainings rooms as needed

Scheduling of building maintenance requests through tenant portal website

Potential additional areas of support pending time/availability:

Accounting Coordination: assist with additional service requests and budget reports

Construction submittal filing in Newforma

Assisting Office Leaders with Proposal follow-ups/tracking with clients and consultants

Proposal updating and formatting

Qualifications

3 years of administrative and/or marketing work experience, preferably in an architecture orengineering office or related field

Excellent time-management skills and ability to multi-task and prioritize work

Proficiency in MS Office (Word, Excel, Outlook)

Strong organizational and planning skills

Excellent written and verbal communication skills

Creative-minded and open to suggesting improvements

Associates or Bachelor degree

Offer is contingent on the ability pass a background/credit check

Additional Information

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 office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects.

The firm is also ranked among the top 15 architecture/engineering firms in Engineering News-Record's Top 500 Design Firms and the top 30 interior design firms in Interior Design magazine's Top 100 Giants. For more information, visitwww.waremalcomb.com.

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Administrative Assistant

Your Role

Qualifications

Additional Information

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