Executive Assistant / Project Administrator

Full Time
|
Berkeley

Our firm headquarters office is seeking an experienced Executive Assistant/Project Administrator. You will support one C-level executive and two key MIG groups: the Berkeley planning and design studio and the Sacramento office (with the possibility of supporting other groups in the future, as appropriate). This position requires collaboration with firmwide leadership to support our Principals, Directors, Project Managers and a team of professional staff and other administrators to enhance their ability to focus on billable work, manage projects, and deliver high quality work products in a fast-pasted and dynamic environment. Approximately 50% of the duties are executive assistant and 30% is project assistance and accounting support for contracting, invoicing and reporting. The remaining 20% of duties includes general office and non-project related reporting assistance. Some evening and weekend work may be required for deadline-driven work. 

Responsibilities

Executive Assistant Duties

  • Support the Chief Development Officer (CDO) with strategic and comprehensive calendar management, heavy travel arrangements, timesheets and expense reports, speaking engagement coordination, and other tasks related to the CDO’s multiple firmwide responsibilities
  • Leverage the CDO’s time with prompt correspondence, meeting coordination, and schedule management. Manage project-based schedules, budgets and timesheets
  • Ambassador/liaison – Serve as an ambassador for the CDO by providing a trusted contact for immediate follow up for colleagues, clients and prospective clients, other MIG offices, and partners
  • Client Management – Ensure prompt, professional private and public sector client correspondence

Project Administration and General Office Duties 

  • Project/accounting support – Assist Director/Project Managers and other office professionals with various project-related tasks: invoicing calculations and coordination, expense reports, contracts and project set-up and close-out, drafting additional services and scope changes, budget management, heavy internal reporting, and document layout, text flow, editing and proofreading
  • Coordination with our accounting group, other administrators, Project Managers and staff in other offices
  • Meetings coordination for meetings with multiple attendees, conference room and virtual meeting room bookings, meeting room set up/clean up
  • General office/staff support – mailing, transcribing, copying, scanning and general assistance in keeping the work area tidy.

 

Qualifications

The ideal candidate will have the ability to think critically and creatively, work as part of a collaborative team in an open-office with a fast-paced environment and maintain a sense of humor. Candidates must demonstrate independent judgment, personal organization, excellent communication skills, and an ability to make decisions and manage multiple priorities.

  • Minimum 5 years of experience in a professional office; experience supporting projects in the A/E or consulting industries is highly preferred
  • Bachelor’s degree
  • Candidates must be 21 years or older for participation in 401K and alcohol purchases
  • Proficiency in Word, Excel and PowerPoint required
  • Familiarity with Google Calendar, Docs and Sheets; Deltek Vision; and Adobe InDesign software skills are a plus
  • Accounting or budget management experience is a plus
  • Professional demeanor, positive attitude and desire and willingness to learn
  • High level of autonomy with strong team orientation
  • Flexibility and adaptability for working in a variety of responsibilities in a fast-paced environment
  • A willingness to pitch in wherever help is needed, and a proactive nature and ability to anticipate needs of project staff
  • Sense of urgency and responsibility/dedication to ensure tasks are carried through to completion and in a timely manner
  • Excellent written and verbal communications and skills for internal team communication as well as external client communication and work products
  • Organized, efficient, and pays high attention to detail
  • Excellent proofreading and document production skills
  • Ability to lift up to 20 lbs to assist with meeting set up and take down