Senior Project Executive Administrator

Job Description:

CannonDesign has an exciting opportunity for a Senior Project Executive Administrator based in our downtown Buffalo, NY office. Take a look at the description below. If you think your skills and experience make you a good match for this position, we’d love to hear from you.

We’re looking for creative, curious, empathetic people to join our Living-Centered Design movement.

ABOUT OUR FIRM
CannonDesign is an integrated design solutions firm focused on helping people continuously flourish. Whether designing for innovations in health, new scientific discoveries, equity in education or the next big idea in business, we use our Living-Centered Design approach to help organizations realize widespread change. Our ability to design transformational places, plans and strategies is why Fast Company named us a World Changing Company and one of the most innovative design firms in the world.

ABOUT THE ROLE
You will provide support to senior leadership of the project. This role will be done working in the office along with the potential for client and on sites visits as required.

WHAT YOU WILL 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 work flows
Facilitate weekly updates of project financial reports and coordinate evaluation and control of project budget.
Research legacy projects to facilitate closeout.
Monitor 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.

ABOUT YOUR QUALIFICATIONS
Qualified candidates will have a minimum of 20 years of experience performing in related roles.
Associates degree in a related field is required.
Bachelors degree with some legal administrative or paralegal background preferred.
Experience working in the architecture/engineering/interior design industry required.
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.
Travel as needed.

ABOUT WORKING HERE
We are relentless in