Administrative Assistant

Location

Alexandria, VA | United States

Job description

HGA is an award winning architectural, engineering, interior design and planning firm with a full-time opportunity in our Washington, DC office for an Administrative Assistant. This role supports Principals and staff and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will have a strong administrative background or relevant skills to perform duties, excel at time management, attention to detail, follow through, and prioritizing maintaining a positive attitude and anticipating the needs of others. This role also provides a welcoming presence at reception. 

1. Open and close the office daily and maintains a neat and professional office environment.
2. Maintain daily communication with team leaders to determine assignments, priorities and seek clarification as necessary.
3. Take regular inventory and order office supplies and coffee/kitchen supplies as needed.
4. Answer incoming multi-line telephone calls in a professional manner, determine purpose of call, and transfer call to appropriate personnel or department.
5. Greet guests in a professional, friendly, hospitable manner, determine nature of business and announce visitors to appropriate personnel; ensure reception area is always warm and welcoming.
6. Sort all incoming mail and deliveries and route them to the proper recipient. Prepare all outgoing mail and other materials whether via FedEx, US Mail, or courier.
7. Provide project administrative support to design professionals (memos, meeting minutes, PowerPoints, print orders, and other project deliverables).
8. Create, format and proofread memos, correspondence, reports, presentations, and other documents as necessary.
9. Maintain confidentiality and conduct self in a professional manner.
10. Perform other clerical duties such as filing, photocopying, data entry, proofreading, preparing expense reports, and various other projects as assigned.
11. Schedules and coordinates Lunch & Learn presentations with outside vendors.

•Associates degree (A. A.) or equivalent from two-year college or technical school preferred; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• 3-5 years prior receptionist/switchboard experience preferred.
• Must have a working knowledge of Microsoft Office products which includes Microsoft Word, Excel, PowerPoint and Outlook.

• Knowledge of customer service principles and practices with ability to deliver excellent customer service.
• Solid understanding of basic administrative processes and practices.
• Ability to be at work on time and as scheduled, while being flexible in schedule when needed.
• Ability to work in a fast-paced, team environment with a variety of personalities and work styles, effectively communicating and interacting with all levels of staff and outside contacts.
• Ability to type 50 wpm. (preferred)
• Ability to learn specialized computer software programs.
• Experience using Adobe Suite (Acrobat Pro, InDesign, Photoshop, Illustrator) preferred; Newforma and Deltek Vision beneficial.
• Ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions.
• Ability to follow instructions accurately and in a timely manner, organizing and handling details with accuracy, and following assignments through to completion.
• Ability to read, write and comprehend/interpret simple instructions, short correspondence, memos, routine reports, safety rules, operating and maintenance instructions, and procedure manuals.
• Strong written and verbal communication skills, including understanding and use of accurate grammar and punctuation.
• Ability to maintain confidentiality.

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary range: $53,490-$69,300

HGA is a place where you can do your best work. We believe that enduring, impactful design results from deep insight into the people and passions that animate each unique environment. We value empathy, are fueled by curiosity, and embrace the hard work that leads to innovation. Equally important is our commitment to creating a culture of inclusivity and diversity where we encourage your originality, respect the need for flexibility and work-life balance, and empower your desired career growth. HGA is a national award-winning interdisciplinary design firm rooted in architecture and engineering. Learn more about us

Equity

Equity is a living, breathing part of who we are and what we do at HGA. Our goal is to ensure that every employee brings their authentic self to work, feels a sense of belonging and works collaboratively to support each other.

Sustainability

We are committed to meeting our clients’ sustainability goals as well as challenging our industry. We aim to develop the expertise and research to push beyond net zero energy to net positive energy; from a neutral effect on health, safety, and resources to a positive one. As the need and desire for sustainability environments grow, so does the focus on high-performance buildings with sound data that we can share back with clients and our design teams.

Application Requirements & Instructions

Click on APPLY above and submit your resume.

Location: Washington, D.C.

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Salary