Administrative Assistant

Populous•Quinte West, ON

3d•Hybrid

About The Position

Populous is a global design firm that began with a singular focus: to draw people together around the things they love, through experiences that capture all the senses, amplifying the atmosphere of excitement and pure joy shared in human moments. We’ve designed and delivered some of the world's most memorable civic, sports and entertainment buildings, from iconic stadia to ground-breaking live music venues. Populous is where architects and designers of all kinds create moments bigger than ourselves. We offer the best of both worlds: the resources and impact of the design giants and the tightly knit atmosphere and growth opportunities of smaller firms. We are seeking an Administrative Assistant to provide administrative support for Executives, Architects and other design professionals. The ability to multi-task and prioritize is essential in this position. The ideal candidate for this job is organized, resourceful and detail oriented with previous experience with an architecture or engineering firm.

Requirements

Outstanding communication skills and team-oriented mindset that encourages effective collaboration.
Positive and professional attitude, resourceful nature, and excellent problem-solving capability.
Detail-oriented, organized, learns quickly and adapts to new responsibilities.
Ability to effectively manage sensitive and confidential information.
Ability to anticipate and proactively prepare for what is needed by team leads.
Highly self-motivated and capable of thriving in a fast-paced, deadline-driven environment.
Proven administrative, time management, and multi-tasking skills.
Proficiency in Microsoft Office programs required, particularly Word and Excel; prior experience in Newforma preferred.
An accredited degree in a related field or commensurate work experience.
Proven work history in office environment supporting a team.

Nice To Haves

previous experience with an architecture or engineering firm
prior experience in Newforma preferred
5+ years of Administrative Assistant experience preferred

Responsibilities

Scheduling meetings and maintaining calendars.
Preparing and submitting expense reports.
Preparing and composing correspondence, proposals, and reports.
Proofreading and editing documents and consultant agreements.
Setup and maintenance of electronic files, including project directory, consultants, CRM and client contact information.
Preparing and updating various project documents, requests for information, submittments, and meeting notes.
Managing project calendar including travel, meetings, deadlines, and team PTO.
Organizing and attending project meetings, communicating meeting agendas, taking minutes, and disseminating information and action items.
Tracking emails to anticipate and prepare for the needs of project teams.
Liaison between project management, project team, and clients.
Assisting with updating workplans for projects.
Supporting the administrative needs of the design staff on assigned projects including shipping packages, booking travel, and arranging meals for client meetings.