Administrative Assistant in Houston, Texas at PBK Architects

The Administrative Assistant provides key administrative, office, reception, and client-service support in a fast-paced professional services environment. This role supports the senior leadership team and staff with day-to-day operations, scheduling, meeting coordination, document preparation, administrative tasks, and office support. The Administrative Assistant may also serve as a first point of contact by answering phones, greeting visitors, hosting guests, and helping ensure clients, candidates, vendors, and employees receive a professional and welcoming experience.

Your Impact:

• Support the day-to-day operations of the senior leadership team and office staff.

• Answer phones, direct calls, take messages, and provide professional support to clients, vendors, employees, and other callers.

• Greet clients, visitors, candidates, vendors, and guests with professionalism and ensure they are welcomed, directed, and supported appropriately.

• Host visitors and support client meetings by coordinating meeting spaces, refreshments, room setup, guest needs, and overall visitor experience.

• Assist with setup and planning for client meetings, leadership meetings, team meetings, and firmwide events.

• Prepare meeting spaces, reserve conference rooms, coordinate conference call lines, and set up video conferences.

• Schedule and coordinate meetings, manage calendars, and assist with meeting logistics.

• Prepare meeting agendas, meeting minutes, letters, contracts, correspondence, and other communications.

• Assist with administrative tasks including word processing, data entry, filing, photocopying, scanning, document organization, internet research, and proofreading.

• Create, edit, and format documents, spreadsheets, presentations, and other materials using Microsoft Office and Adobe Acrobat.

• Log and prepare client sponsorship requests, check requests, and related administrative documentation.

• Organize, coordinate, and assist with activities related to proposals, presentations, and submittals.

• Serve as a liaison with consultants, clients, printers, suppliers, vendors, and other external partners.

• Maintain organized files, records, and office documentation.

• Assist with special projects and general office support as needed.

• Perform all other duties as assigned.

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Here's What You'll Need:

• 5+ years of administrative or professional office experience.

• Experience supporting senior leaders, leadership teams, or executives in a professional office environment.

• Experience answering phones, greeting visitors, supporting guests, scheduling meetings, and performing routine administrative tasks.

• Superior client focus and service mentality.

• Strong problem-solving and teamwork skills.

• Creativity, integrity, initiative, and sound judgment.

• Advanced computer skills in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Proficiency in Adobe Acrobat Professional.

• Strong organizational skills and excellent verbal and written communication skills.

• Strong attention to detail, including proofreading and document accuracy.

• Ability to prioritize multiple projects, manage interruptions, and adjust work based on changing needs and deadlines.

• Professional presence with the ability to interact effectively with senior leadership, clients, consultants, vendors, candidates, and employees.

Here's How You'll Stand Out:

• Experience supporting C-level executives or senior leadership teams.

• Previous experience in a professional services firm, such as architecture, engineering, consulting, or law.

• Experience serving as a front-facing representative for an office, including answering phones, greeting visitors, hosting guests, and supporting client meetings.

• Strong scheduling, calendar management, meeting coordination, and event support experience.

• Ability to anticipate needs, manage details, and keep office operations running smoothly.

• Bachelor’s degree.

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At PBK, the most accomplished and passionate architects, engineers, and thought leaders are working together to shape the future. We encourage our team to adopt an entrepreneurial approach to professional growth; there are no limits to what one can do or become at PBK. Our culture empowers our people to explore their interests, try new things, and create their own path to success – however they may define it.

We recognize the value of work-life balance and believe in rewarding our employees’ hard work. We offer alternative work scheduling to allow employees greater flexibility, monthly happy hours and regular team outings, additional time off between Christmas and New Year’s, an Employee Assistance Program that supports each individual’s needs, and so much more!

• Additional PTO between Christmas and New Years
• Your birthday off
• Community involvement through recreation & service
• Hybrid schedule & remote work options
• Flexible "dress for your day" policy
• Paid parental leave for birth or adoption
• Firm covers employee healthcare premiums
• 401(k) program
• Costco / Sam's Club membership
• $4,000 license bonus
• Dynamic company with quick advancement
• Online professional licensure exam prep library
• Opportunities to work on a variety of project types
• Weekly continuing education lunch & learn sessions