Job Description

Administrative Assistant, Hart Howerton

Hart Howerton is a group of planners, architects, landscape architects and interior designers, headquartered in New York and San Francisco. This position will be based in our New York, NY office. Our practice is Designing Complete Environments™—exceptional buildings, communities and places—in special situations, where a unique historic or natural environment requires an especially thoughtful and innovative solution. We are committed to the professional growth of our staff and promote collaboration, a team environment, and sharing knowledge firm-wide and with our clients.

The Administrative Assistant’s primary role is to support firm Partners/Principals and Project Mangers in the New York office as well as facilitate administrative functions throughout the firm. The Administrative Assistant’s role contributes to the overall efficiency of the firm by providing administrative support and executive level communication both within Hart Howerton and externally to clients and consultants. The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Responsibilities

• Calendar management, tracking availability while present in the office as well as away on travel. Coordinate and schedule availability to attend various project team meetings, firm events, internal and external meetings.
• Travel and expense reports, coordinate travel arrangements, including but not limited to air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts. Coordinate with travel agency for best time and cost options. Process monthly expense reports and credit card reconciliations in a timely manner.
• Assist in preparing for firm project and client meetings which may require document scanning, photocopying, editing and revising documents and/or presentations often with tight deadlines. Coordinate meeting preparation by scheduling, arranging and delivering meals and beverages, preparing dial-in numbers, disseminating dial-in information to participants, getting the meeting started, and delivering relevant materials to the meeting.
• Client Interface, provide high-end, professional ‘front line’ interface with clients in person, via email, and on telephone.
• Proposals, receive information via print, email, verbal and/or recording and prepare and send proposals for projects headed by the Partners/Principals, Project Managers and other team members.
• Timesheets, collect information and input the Partners/Principals weekly timesheets in a timely manner.
• Prepare various meeting minutes, memos, correspondence, and transmittals.
• Special Event Coordination, work with social committee and staff on various office events.
• General, provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work. Provide quality assurance assistance for projects in portfolios including meeting minutes, workplans, PMPs, Subconsultant Contracts, etc. Provide ad hoc support duties as needed.

Qualifications

• Bachelor's degree or equivalent experience
• 4+ years' experience in an administrative support role
• Strong interpersonal, customer service and communication skills
• Ability to multitask and anticipate
• Proficient in Microsoft Office suite
• Maintains confidentiality and security of sensitive employee and company information. Ability to work independently as well in team environments
• Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions
• Ability to prepare reports, correspondence and memos
• Provides prompt and courteous customer service and reliable

For consideration in the NY office, please submit your resume by email to Human Resources, Beth Repeta at brepeta@harthowerton.com.

Our Benefits

• Medical, Dental and Vision Insurance
• Retirement Savings Plan: 401(k)
• Discretionary Year-End Staff Bonus
• Paid Time Off (PTO) and Annual Holidays
• Professional Development Program/Funds
• Commuter/Transit Benefits
• Healthy Living Wellness Stipend
• “Entourage” – Team-Member Travel Program
• Summer Hours

Culture

We think differently. We work differently. We have annual summer outings and holiday gatherings, semi-annual employee surveys, breakfast meetings with senior leaders, thank you lunches after deadlines, $100 spot bonus program to acknowledge those that have gone above and beyond and special recognition events for our employees.

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