Administrative Assistant

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Browning Day

Administrative Assistant

Indianapolis, IN
Full Time
Paid
  • Responsibilities

    At Browning Day, our portfolio spans a broad range of project types within civic, cultural, healthcare, higher education, faith based, hospitality, mixed-use, preservation and reuse, sports and wellness, and the workplace. Our success is based on the client's vision coming to life and includes a team of Architects, Interior Designers, Landscape Architects, and support staff who play a part in solving complex design problems. We are seeking an Administrative Assistant who will add their skills and creativity to our team.

    This position is responsible for open the office by 8:00 am and closing the office at 5:00 pm Monday – Friday. This is not a hybrid or remote position.

    ABOUT THE ROLE:

    • Organize and maintain the office space, including office supplies, lobby, snacks, and mail. Includes light housekeeping to maintain tidy conference rooms and ensure recycling bins are placed outside weekly.
    • Greet visitors and prepare conference rooms for client meetings.
    • Answer phones and coordinate voicemails.
    • Order lunches for group meetings.
    • Serve on Social Committee and support company events.
    • Coordinate compilation of agreements and documents through AIA Documents software and their execution through DocuSign.
    • Proof, edit, draft, format, and write project proposal letters and general correspondence.
    • Create project directories.
    • Transcribe, write, proof and format, distribute, and file meeting reports.
    • Coordinate off-site archived documents.
    • File and locate documents.
    • Maintain Certificates of Insurance.
    • Perform Accounts Payable duties
    • Maintain logs, contact lists, and reports.
    • Run errands and provide backup support as needed.
    • Support Project Teams as requested by tracking project-related requests and coordinating responses across multiple platforms. This may include construction administration tasks of triaging, logging, distributing, and tracking submittals.
    • Provide administrative support to professional staff and leadership as needed.
    • Responsibilities vary based on experience, interests, and business needs.
    • Other tasks as assigned.

    REQUIRED SKILLS & QUALIFICATIONS:

    • Foster mutual trust and confidence by developing solid relationships (internal and external).
    • Ability to solve problems, specifically interpreting multiple stakeholders' input.
    • Advanced ability to learn, comply, and communicate company policies, processes, and best practices.
    • Aptitude to work in a team environment as an individual contributor.
    • Time management skills, including balancing competing priorities in a fast-paced environment and managing time outside of deadline-driven projects.
    • Advanced ability to notice details, review, write, and edit.
    • Excellent verbal and written communicator.
    • In-depth understanding and ability to comply with our company’s best practices and policies.
    • Passion for the work is required.
    • Prefer a proficient level of experience in the following (or ability to become proficient):
      • MS Office (Word, Excel, Outlook, PowerPoint)
      • Bluebeam
      • Affinity Publisher
    • Physical Requirements:
      • Walking and carrying up to 50 lbs.
      • Bending, reaching, and walking up and down stairs.
      • Sitting and doing desk-related tasks for long periods.
    • A bachelor's degree in a related field is preferred or equivalent professional experience.
    • Preferred a/e industry experience.
    • Satisfactory completion of a background screening.

    COMPENSATION & BENEFITS:

    • Full-time position with a competitive salary and paid time off.
    • Comprehensive health, vision, dental and other supplemental insurance.
    • Company paid disability (long and short-term) and life insurance.
    • A 3% contribution to a 401k retirement plan with no vesting period
    • Opportunity to earn an annual bonus.
    • Chance to be a part of a creative and supportive team.

    Browning Day believes that diversity drives innovation and collaboration. We are dedicated to being an equal opportunity employer and providing employees with a work environment free of discrimination and harassment. All employment decisions are based on qualifications, experience, merit, and business needs.