Administrative Assistant

About the role

Join a growth-oriented team where creativity meets innovation. At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry.

Responsibilities

• Maintain a well-organized, professional, and welcoming office environment, including shared spaces such as conference rooms and resource areas.
• Partner with Office Leaders and team members to support day-to-day office operations.
• Monitor and maintain office supplies.
• Manage conference room scheduling and coordinate space, equipment, and meeting setup needs.
• Cook up internal and external meetings and events, including scheduling, logistics, catering, and A/V setup.
• Manage incoming and outgoing mail, deliveries, and shipping (FedEx), ensuring timely distribution and organization.
• Serve as a point of contact for building management, security, and external vendors.
• Support business development efforts by conducting market research and compiling insights on targeted companies, industry partners, and emerging practice areas.
• Aid in the preparation of proposals, presentations, and marketing materials, including light editing of qualification packages and support for communication initiatives.
• Perform a variety of administrative tasks, including data entry, document preparation, filing, and system updates.
• Maintain CRM data (HubSpot) and support reporting efforts.
• Aid in project-related administrative processes, including opening project numbers, generating reports in Deltek Vantagepoint, and managing documentation in Newforma.

Qualifications

• Minimum of 3 years of administrative and/or business development experience, preferably within an architecture, engineering, or professional services environment.
• Proficiency with Microsoft Office and strong overall computer skills.
• Experience with Adobe Creative Suite (InDesign, Photoshop) and CRM platforms (e.g., Hubspot) is a plus.
• Strong ability to manage multiple priorities in a fast-paced environment while maintaining composure and attention to detail.
• Excellent verbal and written communication skills.
• Professional and courteous approach when interacting with team members, clients, and visitors.
• Highly organized, dependable, and proactive, with a strong sense of ownership and accountability.

Pay

The compensation range is $25-$30/hour, plus benefits. Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world.