Executive Assistant

Position: Executive Assistant

The Executive Assistant’s primary role is to support the owners in specific tasks and assignments, including but not limited to assisting with the preparation of fee proposals, contracts; vendor/sub-consultant correspondence and recruitment of new staff. The Executive Assistant should be a sharp and perceptive individual, knowledgeable in the work flow of an architectural business.

Job Responsibilities

• Work under the direction of the Owner
• Assist in the preparation of fee proposals, contracts, subconsultant agreements, and vendor subcontracts.
• Assist in recruitment of new staff to support the firm’s worth.
• Follow-up with project team members for collection of project status information.
• Process Principals’ expense reports and receipts.
• Request, collect and track Certificates of Insurance (COI’s), W-9 forms and insurance renewals from the Company’s various sub-consultants.
• Collect and log business/project data, handle filing, scanning, printing, and transcribe meeting minutes.
• Answer phones, and redirect calls to the appropriate team member, with the ability to get/filter disruptive calls.
• Greeting and attending guests.
• Coordinate lunch-and-learns, manage logistics, and handle vendor sample updates and product deliveries.
• Manage the Principals' schedules, appointments, and meetings.
• Facilitate travel arrangements, maintain all office supplies, and schedule events/activities.
• All other duties as assigned.

Essentials/Core Competencies & Soft Skills

• Organized, detail-oriented and highly focused at all times.
• Systems and process-driven, able to adhere to operational procedures.
• A bright, astute, and intuitive individual who possesses strong critical thinking and problem-solving skills.
• Has the ability to quickly adopt new or changing technologies, methodologies, and applications
• Has the ability to work in a team environment, with multiple principals
• Self-disciplined and motivated with strong interpersonal skills.
• English proficiency (Spanish is a plus) with excellent spelling and proofreading skills.
• Valid State of Florida driver’s license and dependable transportation
• Ability to always maintain confidentiality.

Work Experience

• 3 to 5 years of administrative support experience within a professional services office environment (Candidates with A/E/C industry experience will receive additional consideration)

Education

• Bachelor’s degree in Business, Communication, Human Resources, or Architecture

Computer Skills

• Microsoft Office 365 (Word, Excel, Teams, and SharePoint)
• Adobe Acrobat or Bluebeam Revu

Benefits

• Salary Commensurate with Experience Promotion/Growth & Leadership Opportunities
• Vacation, PTO & Holidays
• Group Health, Dental, and Vision Insurance
• Short-Term Disability Insurance
• 401K

About Gurrimatute

Gurrimatute is an award-winning architectural and interior design firm, established for over 28 years and headquartered in South Florida. Gurrimatute's key market sectors include Transportation (Aviation and Seaports), Civic/Federal, Educational, and Healthcare with projects throughout the southeastern United States.