Administrative Assistant

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things. 

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things. 

Success at SOM Means

• Ideas:  We believe in a meritocracy of ideas.  We look to everyone to actively contribute to the discourse in the firm.  
• Knowledge:  We believe that expertise is the result of lifelong learning.  We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.
• Product:  We strive for excellence in the concept, quality, and delivery of our work.
• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work.  Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.
• Team: We value the power of interdisciplinary integration.  A positive team culture in which everyone collaborates openly towards common goals is essential.
• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Position Responsibilities 

• Supports and prioritizes the needs of assigned Leaders and their teams
• Manages and coordinates multiple calendars, both individual and team specific 
• Prepares all complex travel arrangements and documentation including visa requirements and expense reports.
• Prepare presentations, agendas, reports, special projects and other documents in support of objectives for the organization
• Schedule client meetings for principals and team  and have overall responsibility for setting up and cleaning meeting rooms, alongside video conferencing set up, catering preparation and hosting clients on arrival.
• First point of contact for external contacts including clients and consultants via email and in person
• Screening all incoming telephone calls to the main office and enquiries to the general office inbox.
• Maintain contact databases, support budget management and credit card reconciliation
• Perform other support tasks as needed, including weekly timesheets and expense reports.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate along with maintaining AIA credits for recording with the Licensure Department. 
• Responsible for organizing tasks by level of urgency. Ensure the day to day tasks are well organized and efficient. 
• Manage sensitive matters with a high level of confidentiality and discretion. 
• Flexible hours as required by the needs of business for projects and meetings.
• Actively participate in and contribute to the office culture

Minimum Qualifications 

• Minimum of 3 years experience as a high functioning administrative assistant to senior leaders or equivalent corporate experience. 
• Demonstrates excellent interpersonal, written, and verbal communication skills
• Demonstrates strong organizational and time management skills.
• Exhibits initiatives, problem solving, and decision quality with a high attention to detail in a fast-paced environment. 
• Effectively communicates with supervisors through timely and appropriate written, oral, and visual means. 
• Advanced computer skills including document and presentation preparation; database creation and management; contact management; research and high proficiency in Microsoft Office and Google Workspace. 

At SOM, we welcome and encourage diversity in the workplace. We believe an inclusive environment benefits our employees, our firm, and our community, while also enriching and challenging our own thinking about design. We are proud to be an equal opportunity and affirmative action employer. Visit this page to learn more about SOM's employment policy and how to apply offline: www.som.com/employment_opportunities_and_policy

For more about SOM: www.som.com