Administrative Assistant Job at DISHER in Kalamazoo

Administrative Assistant - Kalamazoo, Michigan

DISHER is currently partnering with an experiential design firm in Kalamazoo, Michigan that is passionate about creating spaces highly designed for experience. They use the power of design in the areas of Architecture, Interior design, and graphic design to help people live more fulfilled lives. Their team is growing and they are expanding with a second location in Grand Rapids, MI. As the Administrative Assistant, you will help their team provide excellent service by developing processes for efficiency, assisting the leaders, and creating a positive experience for guests. You may be a great fit for this role if you are positive, professional, supportive, tenacious & incredibly organized.

What it's like to work here:

This passionate tribe of designers, thinkers and doers actively seek opportunities to help people love their everyday more fully through design. They are not passive observers, but instead leaders, learners, and teachers. This is a place where ideas and passions meet to create something special. The workplace is an open collaborative place where cohorts connect to enrich each other's lives. As a firm entering its seventh year, this is an opportunity to get in on the ground floor and be a true partner in the business.

What you will get to do:

• Greet guests, answer and direct phone calls, and support a positive experience for both team members and guests.
• Manage daily studio setup, including organizing meetings, lunch & learns, and ensuring common areas are well-maintained.
• Provide client hospitality by assisting with meeting preparations and handling mail, packages, and office supplies.
• Assist with planning and executing internal and external events, including studio parties, celebrations, and client events.
• Coordinate travel arrangements, manage office equipment, and work with IT vendors for technical support.
• Support HR by onboarding/offboarding employees, coordinating with benefits providers, and maintaining the studio's policies and procedures.
• Assist the finance team with financial transactions, monthly invoicing, and preparing reports as needed.
• Provide project management support by assisting with administrative tasks, CMAP data entry, project budgeting, and proposal submissions.
• Support leadership with administrative tasks, maintaining contact/client lists, and ensuring compliance with company policies.
• Handle sensitive and confidential information with care, protecting the privacy of the studio, employees, and clients.

What will make you successful:

• 5+ years of prior experience working in an administrative role in the service industry
• Knowledge of administrative/office management systems and procedures
• Ability and willingness to travel to Grand Rapids office one day per week
• Bachelors or Associates Degree preferred but not required.
• Proficient with MS Office / Google Suites (in particular: Word, Excel/Google Sheets/Numbers
• Fun, proactive, positive, can-do attitude
• Desire to support people & ability to recognize how your efforts ripple to incredible, fulfilling results.
• Hospitality driven with excellent organizational and communication skills
• Excellent time management skills and ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Ability to handle sensitive information confidentially and with discretion
• Must have the current and continuing right to work in the United States of America without restrictions or expirations