Administrative Assistant

About the role

If you enjoy being part of a team that solves complex challenges in a collaborative environment that celebrates each person’s ideas, experience, and creativity, this might be the opportunity for you. Flad is a national architectural firm with ten offices looking to hire an Administrative Assistant to work in our Madison, WI office.

Responsibilities

• Execute and/or coordinate report production, including information gathering, processing, reproduction of materials, proofing, and distribution.
• Edit and/or create written correspondence, adhering to Flad standards.
• Process interoffice memos, letters, transmittals, labels, contracts, forms, BODs, Concept Reports, meeting notes, etc., from verbal communication, email, handwritten notes, dictation, or transcription.
• Absorb and prepare PowerPoint presentations for client, consultant, and internal meetings.
• Support Project Managers with project start-up procedures.
• Absorb and communicate project information to teams, including project schedules, milestones, meetings, deadlines, etc.
• Provide support with marketing proposal production and proposal letters, which may include gathering information, processing, formatting, proofing, etc.
• Absorb and prepare contracts with clients and subconsultants.
• Cook up and organize internal and external meetings, including agenda and presentation support, organizing attendees, ordering food, arranging space, setting up equipment and cleaning up.
• May include arranging conference and Teams calls.

Requirements

• Minimum two years of relevant experience required.
• Ability to effectively work with team members and manage multiple demands.
• Strong attention to detail with analytical, technical, and organizational skills.
• Effective written and verbal communication skills required.
• Availability during Flad’s business hours of 8:00 a.m. to 5:00 p.m. is required.
• Must be able to work in the Madison office Tuesday through Thursday each week.

Qualifications

• An associate degree from an Administrative Assistant program is preferred.
• Proficiency in Microsoft Office 365 (Word, Excel, and PowerPoint) required.
• Working knowledge of Adobe InDesign required.

Skills

• Microsoft Office 365 (Word, Excel, and PowerPoint)
• Adobe InDesign

Benefits

• Generous paid time off and paid holidays
• Financial health and wellness benefits - retirement savings plan; fiduciary advisor; identity theft plan; Section 125 flexible benefits; income protection – life insurance, short-term disability, long-term disability; Employee Assistance Program (EAP)
• Continuing education and career development – internal programs; funds set aside for external programs, annual professional registration, and organization reimbursement
• Hybrid work environment

Pay

Flad offers a competitive salary based on experience and qualifications.

Schedule

Flad offers a flexible schedule with availability during their business hours of 8:00 a.m. to 5:00 p.m. on Tuesdays, Wednesdays, and Thursdays each week.