Senior Administrative Assistant – PBK Architects – Houston, TX

For over 40 years, PBK Architects has been a leader in architectural and engineering design solutions across the United States. We are constantly seeking the brightest and most talented minds to be part of our award winning firm. Here at PBK, we pride ourselves in providing the best in class programmers, planners, architects, engineers, and consultants to offer top notch customer service. We strive to make a positive impact for future generations with our actions today. Here’s your chance, are you ready to make a difference?

Description – Senior Administrative Assistant

The Senior Administrative Assistant will provide key support in a high growth area of an award winning architectural, engineering and consulting firm. In this position, you will perform administrative and office support duties including word processing, data entry, the creation and editing of documents in Microsoft Office (Word, Excel, PowerPoint, Access), internet research. This demanding and fast paced position will require a personable candidate that is highly proficient in all administrative software. We are seeking someone with a proactive, forward-thinking approach and a client service and marketing mindset.

Responsibilities:

• Maintain filing systems to ensure proper and timely handling of correspondence, documents, materials, and records.
• Assist in preparing Board presentations and other meeting materials.
• Assist with preparation and coordination of all major conferences that the managing directors attend, as well as preparation of PowerPoint presentations for the conferences.
• Coordinate travel arrangements and process expense reports for managing directors.
• Coordinate set up and ordering for meetings that require meals, i.e. breakfast, lunch, snacks, refreshments, etc.
• Support managing directors with day-to-day activities (phone calls, calendar, timesheets, expense reports, travel).
• Assist with set up and planning for Client Meetings and firm wide events.
• Prepare space for team meetings.
• Utilize excellent business writing skills.
• Understanding and handling general business practices.
• Interface with accounting department to request purchase orders and general office expenses.
• Reserve Conference Rooms and Conference Call Lines and/or Set up video conferences.
• Produce meeting minutes and meeting agendas for internal or non-project related meetings.
• Utilizing Document Templates to prepare Letters, etc.
• Entering and logging timesheets and expense reports as necessary.
• Maintaining Partner’s / Principals Calendars.
• Log / Prepare Client Sponsorship Requests and other check requests.
• Perform other duties and functions as assigned by supervisors and/or managers.
• Work with other administrative assistants as necessary.
• Assist Front Desk with phone support/backup/rollover calls.
• Birthday Celebration planning (firm wide and team based).
• All other duties as assigned

Requirement:

• 5-7 years of administrative/professional office experience.
• Advanced computer skills in Microsoft Office Suite (Word, Excel, PowerPoint). Must also be proficient in Adobe Acrobat Professional.
• Experience in Bluebeam and Adobe InDesign desired, but not required.
• Very detailed, accurate proofreading skills.
• Strong organizational skills.
• Excellent communication skills, both verbal and written.
• Punctuality and dependability are required.
• Work well under pressure, juggle and prioritize multiple projects and adjust work accordingly, often against tight deadlines.
• Ability to work and effectively communicate with all levels in and outside the organization.
• Strong attention to details, including proofreading.
• Exceptional customer service skills.
• Must be quality minded and self-motivated.
• Previous experience in a professional services firm (architecture, engineering, law office) is required

Firm Background

PBK has built a client base of more than 200 clients, a list that includes school districts, university systems, hospital systems and Fortune 500 corporations. PBK offers employees competitive wages, health care and 401K matching along with numerous opportunities to become involved in extra-curricular activities and organizations established through the firm. PBK has established a culture that has led to the firm being named to the list of “Best Places to Work.”