Administrative Assistant

HGA • Alexandria, VA

25d • $26 - $28 • Onsite

About The Position

Administrative Assistant – Administrative Assistant – Alexandria, VA Office
HGA, an award‑winning interdisciplinary design firm, is seeking a full‑time, in-office Administrative Assistant to join our Alexandria office. This role serves as the first point of contact at reception, creating a warm and professional experience for visitors and callers while supporting senior leadership and project teams by maintain a smooth, professional, and positive office environment. The ideal candidate will have a strong administrative background or relevant skills to perform duties, excel at time management, have a keen eye for attention to detail, ability to follow tasks through to completion independently, and prioritize responsibilities while maintaining a positive attitude and anticipating the needs of others.
What we are looking for:
Strong communication, time‑management, and organizational skills.
Professional communication skills and a welcoming presence.
A positive, service‑oriented mindset.
Exceptional attention to detail and follow‑through.
Ability to effectively manage priorities to support multiple team members.
Genuine enthusiasm for hospitality and customer service support responsibilities.
Who we are:
At HGA, we believe that diverse perspectives spark creativity and innovation. Your curiosity, tenacity, and unique insights will make an impact every day—on your colleagues, on our clients, and on the communities who experience the spaces we design.
In this role you will:
Answer incoming multi-line telephone calls in a professional manner, determine purpose of call, and forward callers to appropriate personnel.
Answer questions about firm and provide callers with address, directions, and other information.
Greet guests in a professional and friendly manner, ensure visitors sign in/out and are appropriately badged upon arrival, and notify appropriate personnel.
Ensure reception area is always warm and welcoming.
Support the onboarding process for new employees, including scheduling meetings and preparing materials at the direction of the HR Business Partner and Administrative Services Manager.
Assist managers with annual performance appraisal process, when requested.
Coordinate and facilitate internal and external office events, including catering, event set up, and break down.
Coordinate/support conference and business travel, when requested.
Assist with calendaring/scheduling office meetings, project and/or client meetings, and lunch and learn opportunities.
Assist with presentations including all-office and department meetings.
Various other projects and duties as assigned.
Perform a variety of administrative support to group and department leaders:
Edit, format, and distribute memos, agendas, meeting minutes, reports, letters, presentations, and other documents.
Perform other clerical duties, such as filing, photocopying, data entry, proofreading, and routing documents.
Prepare and process expense reports.
Maintain logs and databases.
Independently provide office services support:
Inventory/order office supplies, pantry supplies, and grocery items
Coordinate/order catering when requested and maintain receipts for monthly expense reporting.
Printer and plotter maintenance/support coordination
Maintain field and safety equipment for check-out, such as tape measures, laser measure devices, helmets, and safety vests.
Maintain office safety binder and participate with the office safety team for safety readiness.
Complete monthly inspections for life safety equipment and coordinate required yearly service.
Receive/ship mail and packages.
Maintain common areas daily including basic cleaning.
Coordinate with property managers for facility maintenance and building access.
Coordinate office maintenance when needed.
Additional expectations:
Communicate effectively with manager, team, staff at all levels, and external partners.
Follow instructions accurately, organize details effectively, and complete assignments on time.
Demonstrate strong written and verbal communication using proper grammar and punctuation and following company standards.
Read, write, and interpret instructions, correspondence, reports, safety information, and procedural materials.
Maintain composure under pressure while managing multiple tasks and interruptions.
Thrive in a fast‑paced, team‑oriented environment with diverse personalities and work styles.
Handle confidential and sensitive information with discretion.
Learn and use specialized software programs as needed.

Requirements

• Associates degree (A. A.) in Business Administration or related field or equivalent from two-year college or technical school; or equivalent combination of relevant education and experience.
• 3-5 years prior receptionist/administrative assistant experience preferred.
• Knowledge of administrative procedures and customer service principles.
• Must be proficient in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, OneNote, OneDrive, Teams, SharePoint, Forms).
• Ability to type 50 wpm.

Nice To Haves

• Experience with Adobe Suite preferred (Acrobat Pro and InDesign).

Responsibilities

• Answer incoming multi-line telephone calls in a professional manner, determine purpose of call, and forward callers to appropriate personnel.
• Answer questions about firm and provide callers with address, directions, and other information.
• Greet guests in a professional and friendly manner, ensure visitors sign in/out and are appropriately badged upon arrival, and notify appropriate personnel.
• Ensure reception area is always warm and welcoming.
• Support the onboarding process for new employees, including scheduling meetings and preparing materials at the direction of the HR Business Partner and Administrative Services Manager.
• Assist managers with annual performance appraisal process, when requested.
• Coordinate and facilitate internal and external office events, including catering, event set up, and break down.
• Coordinate/support conference and business travel, when requested.
• Assist with calendaring/scheduling office meetings, project and/or client meetings, and lunch and learn opportunities.
• Assist with presentations including all-office and department meetings.
• Various other projects and duties as assigned.
• Edit, format, and distribute memos, agendas, meeting minutes, reports, letters, presentations, and other documents.
• Perform other clerical duties, such as filing, photocopying, data entry, proofreading, and routing documents.
• Prepare and process expense reports.
• Maintain logs and databases.
• Inventory/order office supplies, pantry supplies, and grocery items
• Coordinate/order catering when requested and maintain receipts for monthly expense reporting.
• Printer and plotter maintenance/support coordination
• Maintain field and safety equipment for check-out, such as tape measures, laser measure devices, helmets, and safety vests.
• Maintain office safety binder and participate with the office safety team for safety readiness.
• Complete monthly inspections for life safety equipment and coordinate required yearly service.
• Receive/ship mail and packages.
• Maintain common areas daily including basic cleaning.
• Coordinate with property managers for facility maintenance and building access.
• Coordinate office maintenance when needed.
• Communicate effectively with manager, team, staff at all levels, and external partners.
• Follow instructions accurately, organize details effectively, and complete assignments on time.
• Demonstrate strong written and verbal communication using proper grammar and punctuation and following company standards.
• Read, write, and interpret instructions, correspondence, reports, safety information, and procedural materials.
• Maintain composure under pressure while managing multiple tasks and interruptions.
• Thrive in a fast‑paced, team‑oriented environment with diverse personalities and work styles.
• Handle confidential and sensitive information with discretion.
• Learn and use specialized software programs as needed.

Benefits

• Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees