Job Description

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If you think your skills, experience and aspirations make you a good match for this position, we encourage you to apply.

ABOUT THE ROLE

You will provide support to senior leadership for a 2.0+ million square foot healthcare facility at Mayo Clinic’s campus in Rochester, MN. This role will be done working in the office and on project sites as required.

HERE'S WHAT YOU'LL DO

• Responsible for the preparation of internal and external communication including written project documentation.
• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Prepare project team memos and project presentations and reports.
• Take and transcribe project meeting notes.
• Support the project leaders in reviewing project/program performance.
• Help formulate new efficient processes while maintaining critical workflows.
• Facilitate weekly updates of project financial reports and coordinate evaluation and control of project budget.
• Monitor project plan and flow of processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Prepare complex spreadsheets and database work in various database tools.
• Maintain project records including key project data and financial data.
• Maintain project logs for correspondence, contracts, and other documents as needed.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Support project proposal and contracting effort.
• Maintain project team schedules and facilitate meeting planning, organizing, and scheduling.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Coordinate with Project Controller and Accounting for leadership engagement and reporting.
• Assist with project staffing data in Deltek Vision Project/Resource Planning.
• Assists with ensuring project stays within budget.
• May supervise lower-level Project Administrators or Administrative Assistants.
• Perform other duties as assigned.

HERE'S WHAT YOU'LL NEED

• Associates degree in a related field is required.
• Bachelors degree with some legal administrative or paralegal background preferred.
• Minimum of 12+ years of experience performing in related roles required.
• Experience working in the architecture/engineering/interior design industry preferred.
• Experience working with executives, senior level teams, and interface with clients a must.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines.
• Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Ability to work independently with limited direction.
• Ability to manage sensitive and confidential information.
• Strong proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint.
• InDesign experience preferred.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.
• MS Project schedule development experience.
• Professional business attire required to attend client meetings. Examples of professional business attire include suits, ties, collared shirts, dresses or skirts.
• Travel as needed.

For a general overview of our benefits, please visit our careers page at https://www.cannondesign.com/careers/benefits.

ABOUT OUR FIRM

CannonDesign is a design practice where strategy, experience, architecture, engineering, and social impact converge. We don’t just dream up solutions — we create and bring them to life in ways to solve some of the biggest challenges facing our clients and society. At the heart of everything we do is Living-Centered Design, a bold commitment to using our talents to not just improve the world but to truly reshape it for the better. It’s more than a philosophy — it’s who we are, and it drives us to make a meaningful, lasting difference every day.

ABOUT WORKING HERE

We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about. We are committed to ensuring our practice is equitable for all employees, representative of the communities around us – and focused on the future of design. We advocate for equity, diversity, and inclusion efforts through the leadership of our DEI Council, Employee Resource Groups, and other community advocacy initiatives. We’re about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we’re ready for you.

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