Administrative Assistant - Design & Construction

BHC

About The Position

The primary role of the Administrative Assistant is supporting the Design & Construction team in a fast-paced luxury hospitality development environment. This role provides high-level administrative and organizational support while assisting with project coordination, document management, and consultant communication. The ideal candidate has an architecture, interior design or project management background and strong administrative skills, with the ability to engage in design and construction discussions at a working level.

Requirements

Familiarity with design and construction documentation is a plus.
Proficiency in Microsoft Office; Adobe Creative Suite and AutoCAD/Revit experience beneficial but not required.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple priorities in a deadline-driven environment.
Bachelor’s degree in Architecture or Interior Design preferred.
2–5 years of administrative or project support experience.
Highly organized and proactive.
Detail-oriented with strong follow-through.
Comfortable working in a design and construction setting.
Professional demeanor suitable for interaction with consultants and ownership groups.
Interested in long-term growth within hospitality development.
Must be able to lift equipment, supplies, etc. of at least 75 pounds.
Must be able to resolve problems, handle conflict, and make effective decisions under pressure.
The role may require extended periods of time on your feet, especially during peak hours or events.
Clear vision is important for reading reports, analyzing data, and overseeing (enter department) activities.
Good hearing is necessary for effective communication with colleagues, guests, and stakeholders.

Responsibilities

Manage calendars, meeting coordination, and travel arrangements.
Prepare meeting agendas, presentations, and internal reports.
Draft and format professional correspondence.
Track action items and follow-ups across multiple active projects.
Maintain confidentiality and professionalism in all interactions
Track consultant deliverables, drawing submissions, and milestone deadlines.
Assist in organizing and distributing design packages.
Document meeting notes and circulate summaries.
Support coordination between design, development, construction, and operations teams.
Maintain organized digital project files and version control systems.
Track contracts, proposals, and invoices for review and approval.
Create brand standards and internal templates.
Ensure proper documentation of project decisions and approvals.
Assist with preparation of presentations and budgets
Manage all invoices.
Coordinate vendor communications and scheduling.
Support occasional site visits and project-related logistics as needed.