Sr Administrative Coordinator

About the role

The Sr Administrative Coordinator will support the Digital Practice Group (DPG), Human Resources, Landscape Architecture, and Sustainability teams within HGA, an award-winning interdisciplinary design firm based in Minneapolis, MN.

Responsibilities

• Maintain daily communication with team leaders to determine assignments, priorities, and seek clarification, as necessary.
• Partner with and provide direct support to the Digital Practice Group (DPG), Human Resources, Landscape Architecture, and Sustainability teams (calendar management, correspondence, staffing, department meetings, annual performance reviews logistics, etc.).
• Manage coordination of conferences including: Support travel arrangements, order/compile client gratis items and gifts, large-scale event registration and coordination, calendar management.
• Perform a variety of administrative duties in support of a department, project team, or group leaders: Support travel arrangements, prepare presentations and reports, prepare correspondence, agendas, meeting minutes, etc., maintain logs and databases, assist with budgets and expense tracking; prepare and process expense reports, schedule meetings, conference calls and appointments.
• Work closely with department leadership to stay informed of multiple deadlines where additional help may be needed. Understand the importance of team-playing and offer services to assist others.
• Aid new hires in the departments so they become familiar with administrative procedures, standards and guidelines. Willingly advise them of other resources within the Firm and may facilitate introductions when appropriate.
• Maintain ongoing communication with peers and work to maintain quality standards within departments through identification of problem processes, potential changes in work processes, and participation in department meetings.
• Demonstrate ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions.
• Recognize the importance of confidentiality when working with a variety of documents and conduct self in a professional manner.

Qualifications

• Bachelor’s degree in Business Administration or related field preferred.
• Minimum of 5 years’ administrative experience, preferably in an Architecture or Engineering environment; 3-5 years of Executive administrative support preferred.
• Proficiency in Microsoft Office products including Word, Excel, PowerPoint, and Outlook; Adobe and InDesign preferred.
• Strong calendar management / scheduling skills.
• Excellent communications skills, both written and verbal.
• Demonstrated ability to build relationships across an organization.
• Analytical, problem-solving skills to identify and implement solutions to issues.
• Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations.

Benefits

• Salary Range: $29.38 - $37.45/hr depending on qualifications and experience.
• Eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs.