Ware Malcomb has an exciting opportunity for an Administrative Assistant to join our Newark office will play a pivotal role in providing comprehensive administrative support. Responsibilities encompass aiding Office Leaders with their day-to-day tasks, such as scheduling meetings, events, presentations, client interviews, and handling data entry. Additionally, the assistant will contribute to office operations by managing client/visitor interactions, scheduling employment interviews, and ensuring adherence to office policies and protocols. This role provides onsite support Monday through Friday with the hours 8 am - 5 pm. Administrative Assistant Responsibilities: - Ensure general office organization and tidiness, including pantries, conference rooms, and library areas. - Provide general office support, ensuring well-stocked office supplies and overall organization and tidiness for the Newark office. - Organize lunch meetings, including setup and cleanup. - Familiarize with office systems such as Deltek VantagePoint, Hubspot, etc. - Sort, distribute, and prepare daily incoming and outgoing mail/FedEx. - Serve as a liaison for the office with the building landlord, Reprographics Company, etc. - Organize office events. - Perform light clerical duties such as data entry (entering/scanning contacts), typing, and filing. - Handle printing, copying, and collating documents and large-size drawings. - Assist in marketing functions, including preparing presentations, brochures, marketing collateral, and supplies, managing social media, and other communication tools and initiatives for each office. Project Administration Responsibilities: - Aid in preparing proposals. - Assist in opening project numbers in Deltek Vantagepoint. - Support in generating project reports from Deltek Vantagepoint. - Assist in the intake, filing, and distribution of project-related material submittals in Newforma. - Help with stamping or sealing drawings for the state or city. - Prepare correspondence, such as letters of transmittal, cover letters, etc. Administrative Assistant Requirements: - Ability to work under pressure and maintain composure - Ability to handle multiple tasks at one time - Ability to interface courteously and efficiently with staff/visitors - Excellent verbal and written communication skills - Strong computer skills, including Microsoft Office programs and Internet skills Additional Information Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of commercial office, corporate, industrial, science & technology, healthcare, retail, auto, public/institutional facilities and renovation projects. Ware Malcomb offers the best of both worlds - a small-office, supportive and nurturing work environment with large company resources and support - providingan amazing opportunity for professional growth. Ware Malcomb offers a wellness-focused company culture, competitive salary and overall benefits package. Ware Malcomb is recognized as an Inc. 5000 fastest-growing private company and a Hot Firm and Best Firm to Work For by Zweig Group!