Administrative Assistant Details

Administrative Assistant

Ware Malcomb - Oak Brook, IL

Employment Type : Full-Time

Ware Malcomb has an exciting opportunity for an Administrative Assistant to join our team in Oak Brook, IL!
The Administrative Assistant supports the leadership of the Ware Malcomb Oak Brook office in day to day administrative activities. This includes scheduling meetings, presentations, client interviews and assisting with client / visitor interface, preparation of proposals and overall office policy & protocols.
Initially, this position will be part-time, Monday – Friday, (less than 29 hours/week) with the option of moving to full-time in the future.
Administrative Assistant Responsibilities:

• General office reception – greeting guests, management of mail/deliveries (incoming/outgoing)
• Assisting Office Leaders with Proposal follow-ups with clients and consultants
• Coordination with building management, including management of keys, fobs, conference rooms, maintenance requests etc.
• Coordinate outside vendor Lunch & Learns/AIA CEU opportunities & internal training lunches
• Meeting scheduling logistics (calendar management and booking for kickoffs, large client meetings, business development, new hire interviews, employee reviews, etc.)
• Vendor/material Library cataloging for office (Architecture & Interiors)
• Management of office seating chart and updates
• Ordering lunches, snacks, beverages, and office supplies.
• Assistance with scheduling office outings (event & restaurant reservations, etc.)
• Collaboration with corporate HR, Marketing, and IT departments to be a resource for all staff
• Promote WM culture and assist leadership with culture initiatives

Additional Responsibilities:

• LEED checklists and project management
• Filling out Add Service forms and coordinating with accounting department
• Budget report updates and coordinating with accounting department
• Submittal filing in Newforma
• Submittal reviews

Administrative Assistant Requirements:

• 3+ years of administrative and/or marketing work experience, preferably in an architecture or engineering office
• Ability to work under pressure and maintain composure is essential
• Ability to multitask
• Ability to interface courteously and efficiently with staff/visitors
• Excellent verbal and written communication skills are essential
• Strong computer skills, including Microsoft Office programs and Internet skills, are essential
• Experience with proposal/technical writing preferred

Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world.
With office locations throughout the United States, Canada and Mexico, the firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects.
Ware Malcomb offers the best of both worlds - a small-office, supportive and nurturing work environment with large company resources and support - providing an amazing opportunity for professional growth. Ware Malcomb offers a wellness-focused company culture, competitive salary and overall benefits package.
Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and a Hot Firm and Best Firm to Work For by Zweig Group!