Administrative Assistant

Flad Architects • Madison, WI

23d • Hybrid

About The Position

Flad is a national architectural firm with ten offices looking to hire an Administrative Assistant to work in our Madison, WI office. This role will be responsible for a wide range of administrative functions supporting project teams, including reports, correspondence, contracts, and meetings. Flad is a team of creative, intelligent, energetic people who help our clients tackle the issues that change people’s lives.

Requirements

• Minimum two years of relevant experience required.
• Ability to effectively work with team members and manage multiple demands.
• Strong attention to detail with analytical, technical, and organizational skills.
• Effective written and verbal communication skills required.
• Availability during Flad’s business hours of 8:00 a.m. to 5:00 p.m. is required.
• Must be able to work in the Madison office Tuesday through Thursday each week.
• Proficiency in Microsoft Office 365 (Word, Excel, and PowerPoint) required.
• Working knowledge of Adobe InDesign required.

Nice To Haves

• An associate degree from an Administrative Assistant program is preferred.

Responsibilities

• Execute and/or coordinate report production, including information gathering, processing, reproduction of materials, proofing, and distribution.
• Edit and/or create written correspondence, adhering to Flad standards.
• Process interoffice memos, letters, transmittals, labels, contracts, forms, BODs, Concept Reports, meeting notes, etc., from verbal communication, email, handwritten notes, dictation, or transcription.
• Assist project teams in preparing PowerPoint presentations for client, consultant, and internal meetings.
• Support Project Managers with project start-up procedures.
• Assist Principals and Project Managers in communicating project information to teams, including project schedules, milestones, meetings, deadlines, etc.
• Provide support with marketing proposal production and proposal letters, which may include gathering information, processing, formatting, proofing, etc.
• Assist in the preparation of contracts with clients and subconsultants.
• Coordinate internal and external meetings, including agenda and presentation support, organizing attendees, ordering food, arranging space, setting up equipment and cleaning up.
• May include arranging conference and Teams calls.

Benefits

• Health, dental, and vision insurance
• Generous paid time off and paid holidays
• Financial health and wellness benefits - retirement savings plan; fiduciary advisor; identity theft plan; Section 125 flexible benefits; income protection – life insurance, short-term disability, long-term disability; Employee Assistance Program (EAP)
• Continuing education and career development – internal programs; funds set aside for external programs, annual professional registration, and organization reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree