Administrative Assistant Project Coordinator

ADMINISTRATIVE ASSISTANT/PROJECT COORDINATOR AT TOP ARCHITECTURE & DESIGN FIRMBase Salary is $70K to $100K (based upon candidate and experience)Great Opportunity – Wonderful Company – Excellent BenefitsA very creative architecture, design, and master planning firm is seeking an experienced administrative/office support professional to join as an Administrative Assistant/Project Coordinator to provide comprehensive support to Partners, Principals and Project Managers while helping to facilitate key administrative functions across the firm. This role will oversee visitor experience, meeting coordination, and office operations in collaboration with the Administrative Team. As a highly visible position, the successful candidate will serve as a welcoming ambassador for the firm, delivering exceptional white-glove service to clients, guests, and senior leadership while ensuring a seamless office environment.Working in the firm’s mid-town offices located near Bryant Park, Mon-Fri, 9am-6pm, in offices 5 days a week.SKILLS/QUALIFICATIONSBachelor's Degree or Associate’s Degree required.At least Three Plus (3+) years of experience in an Administrative Support role required. Exceptional calendar management skills.Strong proficiency in Microsoft Office Suite, especially outlook.Skills in Concur, Travel booking platforms, contact databases preferred.Experience in Managing Multiple Priorities, Administrative Coordination, and Logistics. Ability to anticipate.Experience booking extensive domestic and international travel.Maintains confidentiality and security of sensitive employee and company information.Well-organized, detail-oriented, ability to multi-task with great follow-up skills.Ability to work independently as well in team environments on a regular basis as well as on time sensitive matters.Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions.Ability to prepare reports, correspondence, and memos.Strong written and verbal communication skills.Provides prompt and courteous customer service and reliability.Maintains a high standard of hospitality and professionalism in all interactions with clients and senior leadership.RESPONSIBILITIES/ESSENTIAL DUTIESCalendar management, tracking availability while present in the office as well as away on travel.Coordinate and schedule availability to attend various project team meetings, firm events, performance reviews, and interviews.Travel and expense reports, coordinate travel arrangements, including but not limited to air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts.Work directly with airlines and travel platforms to identify the most efficient and cost-effective travel options.Process monthly expense reports and credit card reconciliations accurately and in a timely manner.Assist in preparing for firm projects and client meetings which may require document preparation, scanning, photocopying, editing, and revising documents and/or presentations often with tight deadlines.Coordinate meeting preparation by scheduling, arranging, and delivering meals and beverages, preparing dial-in numbers, disseminating dial-in information to participants, getting the meeting started, and delivering relevant materials to the meeting.Client Interface provides high-end, professional ‘front line’ interface for with clients in person, via email, and on telephone.Proposals, receive information via print, email, verbal and/or recording and prepare and send proposals for projects headed by the Partners/Principals, Project Managers, and other team members.Marketing, Interface with internal organization marketing and external marketing consultants, take new business calls, and assist with mailings to various marketing groups.Timesheets, collect information and input the Partners/Principals weekly timesheets in a timely manner.Word Processing, prepare various meeting minutes, memos, correspondence, and transmittals.Special Event Coordination, work with social committee and staff on various office events.General, provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work. Other duties may be assigned.Provide Quality Assurance assistance for projects in portfolios including meeting minutes, workplans, PMPs, Subconsultant Contracts, etc.Help maintain project files for new and ongoing projects by maintaining manual and electronic filing of project documents including filing emails and documents into Newforma.Maintain contact databases as needed.