Administrative Assistant

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients, and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

We are currently seeking an Administrative Assistant to join our team. As an Administrative Assistant, you will be responsible for providing administrative support to one or more leaders or possibly a department. This role manages the day-to-day workflow of the department and requires extensive contact with internal employees and external clients.

Key Responsibilities:

• Input data into various information systems.
• Provide administrative support to one or more leaders or a department including opening and distributing mail, answering the telephone and taking messages, scheduling meetings, arranging business travel, and preparing expense reports.
• Handle frequent telephone, email, and personal contact with internal employees and external clients.
• Manage client contact information.
• Provide project support by composing correspondence, proposals and agreements, project progress reports, and invoices; perform data entry and maintain project files.
• Serve as meeting coordinator for client, departmental, and/or office meetings.
• Responsible for office supply purchasing in a timely manner and reviewing and approving office supply acquisitions.
• Organize, publicize, and register staff for workshops and other staff development opportunities.
• Make site and catering arrangements for training and special events.
• Ensure that the office equipment is functioning properly and oversee its maintenance.
• Oversee facilities planning, maintenance, and custodial operations.
• Monitor the facility to ensure that it remains safe, secure, and well-maintained.
• Act as a liaison with contractors and utility contractors in servicing office equipment.
• Manage contractor’s billings and payments.
• Communicate information, announcements, and messages promptly to staff.
• Assist in the organization and planning of volunteer and fundraising events.
• May provide reception relief duties.
• May perform construction administration duties for project teams.
• May perform other administrative duties for the department.
• Take personal responsibility for fostering a green workplace through sustainable work practices.
• Foster a commitment to external and internal client service.

Required Skills:

• Advanced knowledge of administrative practices and procedures.
• Flexible and able to function well in a fast-paced environment.
• Ability to maintain a high degree of confidentiality and strong adherence to the practice of business ethics.
• Great interpersonal skills and the ability to interact with all levels of staff.
• Expert multi-tasker and prioritizer.
• Proven ability to independently solve problems.
• Highly organized and meticulously detail-oriented.
• Ability to work independently with little to no supervision and in a team environment.
• Outstanding communication skills both verbally and in writing.
• Proficiency in MS Office including Excel, Word, PowerPoint, and Outlook; MS Project proficiency preferred.
• Ability to learn and master new information technology systems.

Qualifications:

• High school diploma or equivalent required; Bachelor’s degree preferred.
• 2 plus years’ supporting at an administrative level.
• Previous experience in architecture or related professional services firm preferred.

HOK is committed to providing our employees with a comprehensive benefits plan to meet their current and future needs. Benefits include medical, dental and vision coverage; 401(K) savings plans; disability, life and accident insurance; paid time off (PTO); and parental leave. In addition, HOK employees enjoy a flexible work schedule with the option to work remotely on Mondays and Fridays.

HOK is a drug-free workplace and an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, gender identity, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.

Location:

One Tampa City Center, Suite 1800, Tampa, Florida

Position Type:

Full-Time/Regular