Ekberg Architecture Pty Ltd
Administrative Office Assistant
Ekberg Architecture Pty Ltd, Dallas, Texas, United States, 75215
Ekberg Architecture Pty Ltd was founded in 1986 and our Organization has established a reputation for delivering buildings designed with skill and appropriate innovation. Our schemes arise from close client collaboration and sophisticated responses to contexts and functions.
The practice is an acknowledged leader in solving complex problems for notable clients in relation to the adaptation or restoration of historic buildings.However, our skills are equally focused on design-led new build projects. Our designs do not simply copy what exists; they add to contexts intelligently. New buildings must reflect the process of history, but also be of their time, re-energising contexts by creating a fresh sense of engagement. Our designs convey a distinct and meaningful sense of architectural continuity; a presence that draws on both historic precedent and change.
About the Position:If you are you seeking a career where you can make a difference, this unique opportunity for an Administrative Office Assistant at EAP may be perfect for you. We are seeking an exceptionally bright, multitasking, dynamic, and fast-learning individual to support EAP's executive leadership team in a fast-paced business environment. The right person for this role will partner with the executive team to handle administrative tasks, freeing up their time to focus on the organization's goals and strategic direction while making them more effective by maximizing every moment of their day. In this role, the right person will exercise quick-thinking, flexibility, and adaptability to constantly changing demands and priorities. This person will be resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to ensure the success of the executive team. Over time, the ideal candidate for this position will learn to solve problems before they appear while becoming an integral part of the success of the mission of EAP.
Responsibilities:• Coordinate the executive team calendars by scheduling all meetings, conference calls, speaking engagements, travel, and manage conflicts as necessary.• Coordinate travel logistics and be available to assist with travel mishaps• Ensure CEO and EVP travel is coordinated with appropriate staff and external stakeholders to maximize time spent on the road.• Provide background information and/or supporting documents in preparation for meetings; coordinate with other staff to prepare support materials and run point on any follow-up materials or actions.• Assist with financial tasks to include reconciliation of credit card transactions, invoicing, expense/travel reimbursements and check requests.• Accurately record group meeting minutes (or notes) and distribute to participants.• Handle or appropriately refer requests for information, and ensure appropriate and timely follow-up on internal and external requests for information or action.• Maintain correspondence and files, both written and electronic; Maintain electronic and paper filing systems; assists with ongoing transition from paper to electronic.• As necessary, assist CEO with email management.• Provide front office support to include managing, screening, and handling telephone communications and greeting and directing all visitors.• Maintain daily administrative operations of the office; Conduct and manage a regular inventory of supplies; Submit and follow-up on office maintenance needs and building requests.• Assist the Special Assistant to the executive team with special projects and other tasks as needed.
Minimum Qualifications:• High School Diploma.• 2 + years administrative support experience, executive support a plus.• Expense reporting experience.• Calendar management experience.• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).• Must have the capacity to maintain strict confidentiality.
Preferred Qualifications:• Excellent written and verbal communication skills.• Ability to work as a member of a diverse and growing team.• Ability to work in a fast-paced environment; Well organized; Attention to accuracy and detail. Experience planning ahead and managing time effectively.• CRM, Database experience; Salesforce preferred.• Candidates who are veterans or immediate family members of veterans or serving members of the military are strongly encouraged to apply.
The practice is an acknowledged leader in solving complex problems for notable clients in relation to the adaptation or restoration of historic buildings.However, our skills are equally focused on design-led new build projects. Our designs do not simply copy what exists; they add to contexts intelligently. New buildings must reflect the process of history, but also be of their time, re-energising contexts by creating a fresh sense of engagement. Our designs convey a distinct and meaningful sense of architectural continuity; a presence that draws on both historic precedent and change.
About the Position:If you are you seeking a career where you can make a difference, this unique opportunity for an Administrative Office Assistant at EAP may be perfect for you. We are seeking an exceptionally bright, multitasking, dynamic, and fast-learning individual to support EAP's executive leadership team in a fast-paced business environment. The right person for this role will partner with the executive team to handle administrative tasks, freeing up their time to focus on the organization's goals and strategic direction while making them more effective by maximizing every moment of their day. In this role, the right person will exercise quick-thinking, flexibility, and adaptability to constantly changing demands and priorities. This person will be resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to ensure the success of the executive team. Over time, the ideal candidate for this position will learn to solve problems before they appear while becoming an integral part of the success of the mission of EAP.
Responsibilities:• Coordinate the executive team calendars by scheduling all meetings, conference calls, speaking engagements, travel, and manage conflicts as necessary.• Coordinate travel logistics and be available to assist with travel mishaps• Ensure CEO and EVP travel is coordinated with appropriate staff and external stakeholders to maximize time spent on the road.• Provide background information and/or supporting documents in preparation for meetings; coordinate with other staff to prepare support materials and run point on any follow-up materials or actions.• Assist with financial tasks to include reconciliation of credit card transactions, invoicing, expense/travel reimbursements and check requests.• Accurately record group meeting minutes (or notes) and distribute to participants.• Handle or appropriately refer requests for information, and ensure appropriate and timely follow-up on internal and external requests for information or action.• Maintain correspondence and files, both written and electronic; Maintain electronic and paper filing systems; assists with ongoing transition from paper to electronic.• As necessary, assist CEO with email management.• Provide front office support to include managing, screening, and handling telephone communications and greeting and directing all visitors.• Maintain daily administrative operations of the office; Conduct and manage a regular inventory of supplies; Submit and follow-up on office maintenance needs and building requests.• Assist the Special Assistant to the executive team with special projects and other tasks as needed.
Minimum Qualifications:• High School Diploma.• 2 + years administrative support experience, executive support a plus.• Expense reporting experience.• Calendar management experience.• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).• Must have the capacity to maintain strict confidentiality.
Preferred Qualifications:• Excellent written and verbal communication skills.• Ability to work as a member of a diverse and growing team.• Ability to work in a fast-paced environment; Well organized; Attention to accuracy and detail. Experience planning ahead and managing time effectively.• CRM, Database experience; Salesforce preferred.• Candidates who are veterans or immediate family members of veterans or serving members of the military are strongly encouraged to apply.