• Executive Assistant

    Job Locations US-IL-Chicago
    Posted Date 3 weeks ago(5/30/2018 6:20 PM)
    Job ID
    2018-2433
    # of Openings
    1
    Category
    Administrative
  • Overview

    HKS is a team of more than 1,400 architects, interior designers, urban designers, scientists, artists, anthropologists and other professionals working together across industries and across the globe to create places that delight, heal and stimulate peak performance. We have nurtured a culture of extraordinary people with curious and creative minds who are passionate about delivering elegant solutions that solve our clients’ challenges. Our research teams dig deep to discover processes and ideas that improve outcomes--then they share them freely for everyone’s benefit. In all we do, we are mindful of the fragility of all life and of the planet.

     

    Our Chicago office is seeking an Executive Assistant to join the team. 

    Responsibilities

    Essential Duties and Responsibilities may include any the following, according to assignment. Other duties may be assigned to meet business needs.

     

    • Prepares meeting agendas for assigned staff, assists with meeting set-up and takes minutes
    • Schedules and organizes activities such as meetings, travel and conferences
    • Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
    • Prepare project correspondence and meeting notes for team members
    • Track Office Leadership calendars, screen incoming calls if required and Maintain Chicago Library email 
    • Generate, compose, proof, format, and issue business correspondence as appropriate
    • Organize project files and spreadsheets relating to correspondence with the clients and consultants
    • Provide back-up to other administrative assistants in the office and region as required
    • Provide back-up to receptionist
    • Responsible for making travel reservations for studio members and coordinating through the Firm wide Travel agency as required or other resources as designated by HKS
    • Maintain professional credentials for the studio
    • Manage the studio calendar for events and PTO
    • Work with studio members to help complete expense reports and timesheets
    • Organize monthly studio meetings
    • Work with Marketing Department on CRM Management to ensure client lists are accurate
    • Update marketing and staffing reports on a weekly basis
    • Assist with marketing efforts as required
    • Work with other admin across other offices to continue to improve administrative processes
    • Advocate for positive studio culture.  Encourage and organize social events
    • Provide assistance to project teams to prepare presentation content as needed

    Qualifications

    • High School education. College level preferred
    • Typically 8+ years of related experience
    • Previous experience in general administration in a fast-paced, corporate office setting, experience in Architecture & Design, Real Estate Development or Hospitality industries would be a plus
    • Demonstrates professionalism by consistently maintaining positive and collaborate attitude with all staff, visitor and clients
    • Excellent verbal and written communication and client relations skills
    • Organized and detail-oriented with the ability to prioritize tasks to meet multiple deadlines, and respond to changes at short notice
    • Action-oriented individual with a strong, consistent work ethic
    • Punctual, consistent, reliable and patient
    • Intermediate knowledge and experience with Microsoft Office Suite including Word, Excel, PowerPoint and InDesign
    • Experience using Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations would be an advantage
    • Experience with project management software (such as Newforma) preferred

     

    HKS is an EEO/AA Employer: M/F/Disabled/Veteran

     

    LI-KT1

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