Executive Assistant

Passero Associates•Rochester, NY

5h•Onsite

About The Position

Passero Associates is seeking a proactive, detail-oriented Executive Assistant to support operations in their growing Rochester, NY office. This role is ideal for a highly organized professional who thrives on collaboration, customer service, and keeping teams operating efficiently. At Passero, they believe in investing in their people, offering a supportive, team-oriented environment where contributions are valued and career growth opportunities are encouraged. Founded in 1972, Passero Associates has a staff of more than 180 professionals in nine offices, providing high-quality, value-oriented architecture, aviation, civil and structural engineering, planning, transportation, and survey services throughout the northeastern, southeastern, and midwestern United States. As a full-service professional AEC firm, their technical teams specialize in traffic engineering, sustainability, program management, design-build, construction observation, 3D visualization, and virtual infrastructure services and solutions. They have the resources needed to manage all aspects of projects, ensuring adherence to schedule, quality, and cost. Passero Associates is committed to leveraging the talent of a diverse workforce to better serve their clients, people, and the community, and is recognized nationally by the Zweig Group as one of the 'Best Firms to Work For'.

Requirements

Associate degree (AAS) in Office Technology, Business/Office Management, or a related field; or equivalent professional experience.
5+ years of administrative support experience
Strong commitment to customer service and supporting both internal teams and external clients.
Self-starter with a high level of accountability who works well independently and collaboratively.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.

Nice To Haves

Experience in an Architecture or Engineering firm strongly preferred.
Experience in supporting proposals, RFQs/RFPs, or marketing deliverables is highly desired.
Familiarity with AIA contract documents and A/E contracts preferred.
Experience with Deltek Vantagepoint or similar CRM/project management platforms strongly preferred.
Experience with Adobe Creative Suite, Bluebeam, or project management software is a plus.

Responsibilities

Provide administrative and document support for proposals, contracts, and marketing materials, including formatting, proofreading, coordination, and compliance support as needed.
Assist with the preparation, tracking, and organization of AIA contract documents and other A/E/C-related agreements.
Support proposal and project information management using the firm’s CRM system (Deltek Vantagepoint), including data entry, updates, and basic reporting.
Serve as a key point of contact for internal and external customers, delivering exceptional client service.
Coordinate calendars, meetings, and office workflows to ensure smooth daily operations.
Maintain organized digital and physical filing systems.
Support office administration functions, including coordination with vendors and internal teams.
Assist with marketing-related tasks as needed, including basic graphic design, social media support, or proposal assistance (as applicable).
Contribute to a professional, welcoming office environment and support team collaboration.