Administrative Assistant
About The Position
SWBR is a nationally recognized design firm with expertise in architecture, interior design, structural engineering, landscape architecture, graphic design, and civil engineering. Since our founding in 1969, the focus of our expertise and most of our current work supports education, housing, and workplace design. We are proud of the diverse range of backgrounds, personalities, and passions that make up our team. But for all our differences, we’re united by a core mission: to positively impact lives through meaningful design. With 100+ professionals, we are headquartered in Rochester, New York with offices in Troy, Syracuse, and Buffalo, New York. We’re looking for a highly organized, detail-oriented Administrative Assistant to help manage the flow of specific types of work across the firm. This role is ideal for someone who enjoys organizing complex workflows and helping teams stay focused and productive. You’ll serve as the central hub for requests, helping prioritize projects, coordinating resources, and keeping initiatives moving from request to completion. This position gives the right candidate exposure to the full Architecture and Engineering firm experience with room to grow and is 100% in-office (non-negotiable).
Requirements
- Associate’s or bachelor’s degree in business, communications, or a related field preferred but not required.
- 3–5 years of experience in administrative operations, project coordination in a professional office environment.
- Strong organizational skills with the ability to manage multiple tasks and deadlines.
- Clear communication and collaboration skills when working with internal teams.
- High attention to detail and strong follow-through.
- Comfort working in a fast-paced professional environment.
- Proficiency with Microsoft Office tools (Word, Excel, Outlook) required, additional familiarity with CRM systems or project tracking tools preferred.
- Experience working in architecture, engineering, construction, or professional services preferred.
Responsibilities
- Serve as an initial intake point for department requests.
- Assist with coordinating workflow and help the team stay organized across projects.
- Track project timelines, updates, and deadlines to support overall team visibility.
- Support the planning and organization of internal projects
- Help maintain the firm’s library of visual assets
- Assist with coordinating headshots and project photography.
- Maintain inventory of items and materials.
- Support database updates.
- Assist with scheduling, preparing materials, and compiling internal inputs for client initiatives.
- Maintain visibility into upcoming events and activities to help the team plan and prioritize work.
- Assist with tracking activities and other initiatives for reporting purposes.
- Support coordination of logistics for events, conferences, contractor meetings, and client‑facing activities, including registrations and materials; assist with travel and accommodation arrangements when needed and under guidance.
- Provide general coordination and administrative support to the department.
Benefits
- We actively support professional development, including steps towards licensure and/or related accreditations, as a benefit of employment.
- SWBR offers an outstanding compensation and benefits package and provides a creative environment.
- Applicants interested in joining a progressive, energetic and family-friendly firm that rewards hard-working team players and offers unlimited growth potential in a multi-studio design setting should view our website at www.swbr.com/career/ to apply.
- SWBR is an Affirmative Action/Equal Opportunity Employer. Veterans and Individuals with disabilities are encouraged to apply.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
