Administrative Assistant

Woodhull is looking to bring on an enthusiastic and organized individual as an Administrative Assistant. The Administrative Assistant will be responsible for the smooth maintenance and daily operation of our office of forty employees. If you are an agile multi-tasker, a strong communicator, and happy working on your feet or at a desk – we encourage you to apply!

As an Administrative Assistant, you will lead the following:

GENERAL OFFICE ADMINISTRATION AND COORDINATION 

• Open and close the office 
• Answer and transfer incoming telephone calls, taking messages as necessary
• Warmly greet and direct our clients, setting a friendly and professional tone
• Field project inquiries and questions from new clients and set a positive first impression
• Prepare and distribute office communications, memos, and emails
• Sort and distribute mail and packages
• Maintain office supply inventory
• Restock general office supplies
• Approve and order special supply requests
• Restock kitchen and snack supplies on a bi-weekly basis
• Send drawings and materials to clients and collaborators
• Pick up drawing sets and other printed materials
• Support execution of office and company-related events – with direction from People Operations Manager
• Purchase and coordinate delivery of client gifts at the completion of projects

OFFICE FACILITIES COORDINATION AND MAINTENANCE

• Serve as the main point of contact for any office-related issues
• Create organizational systems for our office
• Maintain a tidy office environment with light organizing and cleaning
• Coordinate with our janitorial subcontractor to manage bi-weekly in-depth cleaning service
• Facilitate equipment and furniture set-up service, repair or replacement
• Manage conference room schedule and prepare conference room for client meetings including offering of coffee and refreshments, or on occasion, ordering catering 
• Renew or establish office-related certificates or contracts
• Support maintenance of materials samples library – working with Interior Designer to keep our library organized
• Maintain a system for locating resource books in the office
• IT Support
  • Assist with IT troubleshooting and facilitate IT solutions.
  • Troubleshoot and coordinate repairs for all office printers and plotters. 
  • Manage security systems in the building and coordinate with security subcontractors if any issues arise.

EXECUTIVE SUPPORT FOR FOUNDING PRINCIPAL

• General administrative support
• Manage email inbox and prioritize communications
• Perform daily calendar management and look ahead for conflicts and holds
• Book travel and lodging
• Renew business licenses and professional liability  
• Assist in creating meeting agendas or taking minutes
• Special administrative projects

QUALIFICATIONS

• 3+ years experience in office administration, reception and/or management
• Associate degree or equivalent required; a bachelor’s degree or higher is a plus
• Experience working in the Architecture, Engineering and/or Construction industries is a plus 
• Highly proficient in Google Suite (Email, Calendar, Docs, Spreadsheets, Presentations, etc) 
• Ability to manage multiple calendars and coordinate between competing priorities
• Experience with office infrastructure projects – ability to configure desk set up is essential
• Broad understanding of IT infrastructure in a typical office environment and ability to troubleshoot
• Experience booking travel and compiling travel dossiers is a big plus
• Possess highly effective organizational, verbal, and written communication skills with a pleasant professional demeanor Woodhull is a service company.
• A keen attention to detail – you find pleasure in crossing your t’s and dotting your i’s
• Ability to problem solve on the fly 
• Comfortable working in a fast-paced and collaborative environment 
• Ability to independently lift 40 lbs

Our company benefits include:

• 6 weeks paid vacation per year
• 9 paid holidays
• Competitive hourly pay
• Flexible work options (core business hours and WFH twice a week)
• Employer-sponsored health benefits and group dental/vision plans
• HSA, Medical FSA, and Dependent Care FSA options
• Employer-matched 401k retirement plan
• Profit-sharing opportunities
• Mileage and toll reimbursement for travel during the workday
• Daily collaboration with builders, architects, and millworkers
• Options to foster professional growth
• Work alongside an optimistic, creative, and collaborative team