Help Wanted: Administrative Assistant

As an Administrative Assistant, the main objective is to provide the Executive team with exceptional administrative support. The person in this role will need to be a masterful problem-solver and an organizational force given complex calendaring and heavy travel planning. Additionally, the ideal candidate will have exceptional communication skills and will be resourceful in building relationships across the organization.

DLA is nationally ranked for educational architecture and one of the Midwest’s top overall architecture design firms. We have a great company culture. We work hard, and we have a lot of fun. Our kitchen is stocked with healthy snacks and caffeinated beverages. Almost every week we host a luncheon with a continuing education program and once a month we provide a full, catered breakfast. Our conveniently located office building has an on-site deli, ATM, convenience store, and complimentary fitness center, along with miles of walking paths in a park-like setting. Once a quarter, we get together for a social outing with activities ranging from our annual summer picnic to Top Golf to go-kart races or laser tag. To top that off, we finish the work week with a happy hour.

We offer:

  • Competitive pay
  • Partial reimbursement for membership in professional organizations, such as ASAP
  • 401k
  • BCBS Health
  • Dental and Disability Insurance available
  • Paid Vacation
  • Paid Holidays

Essential Duties include but are not limited to:

Administrative Responsibilities:

  • Maintain Executives’ calendars, professional as needed.
  • Coordinate all stakeholders for onsite and offsite Executive meetings.
  • Prep Executive for upcoming meetings regarding agenda and their required input.
  • Ensure logistics are in place for all onsite and offsite Executive meetings.
  • Coordinate and book travel and hotels for all Executives; calendar and provide itineraries for all bookings.
  • Provide daily and weekly updates to Executives regarding items requiring their attention and/or investment of time.
  • Screen communication in and out of Executives’ offices.
  • Data entry for birthdays, contact information, etc.
  • Professional errands/assistance – client gifts, client meeting venue selection.
  • Special projects as needed, such as presentation creation, proofreading, departmental support, and marketing and CRM database-related activities.
  • Maintain a yearly company calendar and ensure all dates are correct and up to date.
  • Provide new team member updates in a timely fashion.
  • Coordinate office birthday celebrations and anniversary celebrations.
  • Think and plan several steps ahead.

Key Performance Indicator’s:

  • Increase Executives’ productivity and efficiency.
  • Inbound communication is screened, documented, and vetted in a way that allows Executives to avoid initial meetings before necessary outbound communication is reviewed to ensure there are no detectable errors.
  • Executives have all offsite meetings coordinated with minimal oversight/guidance required, and logistical needs are handled with 24 hours’ notice prior to offsite meetings.
  • Attention to detail is beyond reproach, ensuring correct names, numbers, meetings, and deadlines are sited.

Operations Support Responsibilities:

  • Manage foodservice requests for meetings.
  • Ensure well-kept office décor and foliage.
  • Plan, execute, and oversee logistics of Monthly All Staff, and all recurring team-wide meetings, brainstorming with Executives for agenda.
  • Assist with selection of “Pink Pig” and “Campfire” awards, manage perks such as gift card purchase, and new perks as necessary.
  • Routine team bonding events, concept to completion:
    • Team invite, food and drink, attend all events
  • Internal Parties, conception to completion:
    • Source event planner
    • Work with planner on all logistics including venue walkthrough, budget management, décor, catering, set up, seating, invitations, music, aftermath,
    • Ensure team is prepared and attends
  • Annual Holiday celebration, conception to completion:
    • Choose format (Conference, Dinner, Lunch, etc.),
    • Source event planner
    • Work with planner on all logistics (same as above)
    • Work with the marketing team, handle all rounds of invitations, queries from guests, handle all prep, speeches, notes, information packets
    • Run of show day of
  • Special projects as necessary
  • Answer and route all incoming calls from main line
  • Greet guests in a professional manner and notify appropriate team member of arrival
  • Oversee parking access for all guests and employees on their first day
  • Offer refreshments as necessary
  • Receive and ship packages to appropriate team members
  • Maintain common areas, keeping them stocked and tidy
  • Manage purchases for office supplies. Including food and beverage

Key Performance Indicator’s:

  • Ensure that all notable dates and special occasions are celebrated.
  • Increase team participation at company functions.
  • Ensure that office is stocked and maintained

Desired Skills and Experience:

  • Bachelor’s Degree
  • 3+ years of work experience as an executive assistant supporting 1 or more executives
  • 2+ years of calendar management and expense report management for 1 or more executives
  • 2+ years of experience coordinating travel logistics on behalf of 1 or more executives
  • Experience prioritizing multiple projects
  • Experience with Microsoft products
  • High Proficiency with Excel
  • Superior attention to detail
  • Excellent organizational skills with an ability to think proactively and prioritize workflow

Submission guidelines:

Please complete the form and attach your resume in PDF form to Eric Sickbert.

No phone calls or drop-ins, please.

In order to be considered for this position, you must provide a resume.

Apply today