Administrative Assistant

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

We are currently seeking an Administrative Assistant to join our Houston team. As an Administrative Assistant, you play a key role in supporting our clients, team members, and guests. The successful candidate must be able to work Monday through Friday, 8:30 am - 5:30 pm in the office. Prior experience at architecture or interior design firm strongly preferred.

RESPONSIBILITIES:

• Manages day to day workflow of the department. Requires extensive contact with internal employees and external clients.
• Inputs data into various information systems.
• Provides administrative support to one or more leaders or a department including opening and distributing mail, answering the telephone and taking messages, scheduling meetings, arranging business travel and preparing expense reports, etc.
• Handles frequent telephone, email and personal contact with internal employees and external clients.
• Manages client contact information.
• Provides project support by composing correspondence, proposals and agreements, project progress reports and invoices, performs data entry and maintains project files.
• Serves as meeting coordinator for client, departmental and /or office meetings.

• Provides reception relief duties.
• Performs construction administration duties for project teams.
• May perform other administrative duties for the department.
• Takes personal responsibility for fostering a green workplace through sustainable work practices.
• Fosters a commitment to external and internal client service.

REQUIRED SKILLS:

• Advanced knowledge of administrative practices and procedures.
• Flexible and able to function well in a fast-paced environment.
• Ability to maintain high degree of confidentiality and strong adherence to the practice of business ethics.
• Strong interpersonal skills and the ability to interact with all levels of staff.
• Expert multi-tasker and prioritizer.
• Proven ability to independently solve problems.
• Highly organized and meticulously detail-oriented.
• Ability to work independently with little to no supervision and in a team environment.
• Outstanding communication skills both verbal and written.
• Proficiency in MS Office including Excel, Word, PowerPoint, and Outlook. MS Project proficiency preferred.
• Ability to learn and master new information technology systems.

EDUCATION & EXPERIENCE:

• High school diploma or equivalent required; Bachelor's degree preferred.
• 2 plus years' supporting at an administrative level.
• Previous experience in architecture, interior design, or related professional services firm preferred.

Many of our roles require the use of specific software. Please refer to the Required and Preferred Software & Skills for details.

HOK is committed to providing our employees with a comprehensive benefits plan to meet their current and future needs. Benefits include medical, dental and vision coverage; 401(K) savings plans; disability, life and accident insurance; paid time off (PTO); and parental leave. In addition, HOK employees enjoy a flexible work schedule with the option to work from home on Mondays and Fridays.

HOK is a drug-free workplace. HOK is an equal opportunity employer, including disability/vets. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, gender identity, status as a protected veteran, or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State, or Local law.

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