Wolcott Architecture

Compensation

Full Description

Purpose of Position: Serve as a full-time Office Coordinator & Executive Assistant (OCEA) in the front office, answering phones, greeting guests, and being the first point-of-contact for all incoming and outgoing communication to the office. Provide administrative assistance and support to the Principal required to maintain daily operations of a non-technical nature. Office Coordination Typical Duties, approximately 70% of time: • Serve as first point-of-contact for the front office, providing a polished and professional impression for employees and guests. • Answer phones, sometimes in periods of high traffic and volume. Greet visitors and inform the staff of visitors’ arrival. • Maintaining correspondence using company format and standards (i.e., punch lists, work authorizations, meeting reports, memos, transmittals, etc.), as directed by senior staff or management personnel. • Preparation of spreadsheets, graph charts and general documentation from redlined documents prepared by Senior Staff or management • Proficient in the following software: Microsoft Word, Excel, Project, PowerPoint, Outlook, and Internet applications, etc. • Responsible for filing of all documents categorized by project as directed by Senior Staff or management on a timely basis. • Coordinate and set up meetings (in person or virtual), prepare rooms and parking for visitors. Room set up (i.e. food, beverage, writing tables, whiteboards) • Responsible for acting as receptionist and telephone switchboard operator. • Responsible for faxing, emailing, messengering, and mailing correspondence. • Responsible for sending out overnight and courier requests via the appropriate vendors (i.e., FedEx or messenger service), including follow-up on delivery status. • Liaise and coordinate with vendors as needed. • Responsible for keeping the reception area, conference room, supply cabinets and office area always organized and stocked of mailing accessories. • Responsible for maintaining marketing materials in the reception area. • Overall cleanliness of the office, including the pantry areas. • May occasionally be called upon to: a. Prepare transmittals, brochures, or other marketing materials. b. Perform tasks related to procurement or maintenance of the building. • Contribute to company event planning. Executive Administrative Assistance, approximately 30% of time: • * • Provide scheduling assistance for the Principal. • Manage email traffic for the Principal. • Respond to emails on behalf of the Principal as needed. • Creating and maintaining a daily “hot items” list for the Principal, check in with Principal 1-2 times per day. • Prepare, proof, and maintain correspondence using WA format and standards (i.e., work authorizations, meeting reports, memos, agendas, transmittals, etc.), as needed by the Principal. • Sit in on internal team meetings with principal, follow up on behalf of the Principal. • Maintain recruiting files and applicant log. • Schedule and confirm phone and in-person interviews. • Track new employees in the introductory period, schedule 90-day reviews. • Track and schedule the annual performance evaluation process and the 90-day review process. • As needed, support Principal-led and marketing team initiatives as well as maintain marketing lists and coordinate social media roll-out. Qualifications/Experience Required: A minimum of three years of similar administrative support/operations support experience. A high degree of discretion and professionalism. Friendly, upbeat, can-do, service oriented. Subscribes to the notion that “no job is too big or too small”. Customer service experience is a plus.