Administrative Assistant

ZGF Architects•Portland, OR

11d•Onsite

About The Position

ZGF is seeking an Administrative Assistant to join a dynamic team of administrative professionals in our Portland office. We are seeking a driven individual with a proven service background, who is meticulous, a reliable administrative team member possessing excellent communication skills. This is a full-time, on-site position based in our downtown Portland office. The selected candidate will be expected to work on-site Monday through Friday.

Requirements

Proficiency in Microsoft Office Suite
Proficiency in Adobe suite and Bluebeam
Excellent organization and interpersonal skills
A collaborative and team-oriented disposition
Ability to balance competing deadlines
High level of discretion

Nice To Haves

Minimum bachelor’s degree preferred
Experience with A/C/E industry a plus

Responsibilities

Support front desk operations including greeting office visitors, directing them to the meeting room location or applicable staff member
Receive incoming phone calls, taking thorough messages and/or passing messages to the appropriate staff or team member for handling
Be responsible for maintaining calendars and scheduling meetings to include room reservations and set-up, catering, meeting materials, video or conference call arrangements and other logistics
Support the receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information
Support reprographics orders and outgoing shipments via UPS, FedEx and other vendors
Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable
Be responsible for generating timely expense reports and timesheets
Order office supplies and materials
Support data collection and archival; reimbursables and closeouts
Assist in maintaining office public spaces