Description

The Practice Administrative Coordinator will support their assigned Practice Leader and team, providing high-level administrative support to the Practice Leader and practice team members. This role requires a proactive, organized professional adept at managing multiple responsibilities and adapting to the needs of a dynamic team. The role may include exposure to confidential, proprietary, and sensitive information of the Practice Area and the Firm, therefore, privacy and care of correspondence and information is essential. Independent judgement is required to plan, prioritize, and organize multiple tasks and assignments simultaneously.

Administrative Support to Practice Leader

Act as a high-level administrator to the Practice Leader in which this role supports.
Manage and coordinate calendars, schedule meetings, and prepare necessary materials for internal and external engagements.
Draft, edit, and format correspondence, presentations, contracts, proposals, and reports on behalf of the Practice Leader.
Organize and manage travel arrangements, including itineraries, accommodations, and reimbursements.
Complete expense reports and similar administrative reporting.
Screen, prioritize, and respond to incoming emails and phone calls on behalf of the Practice Leader.
Conduct initial research and compile information for reports, projects, and presentations.
Coordinate and maintain the Practice Leader's filing system, both digital and physical, ensuring confidentiality and easy access.
Light travel, as needed, to assist the Practice Leader.

Practice Team Support

Provide general administrative support to Practice Segment Leaders and team members, including: Coordinate and assist in planning team meetings, workshops, and events, including handling logistics, catering, room setup, and similar functions.
Assist in preparing and formatting documents, reports, and presentations.
Organize, scan, and maintain files, records, and documents for the practice area, as requested.
Prepare agendas, take notes, and distribute minutes for key team meetings.
Complete expense reports and similar administrative reporting.

Practice Operations Support

Support the practice in monitoring project timelines, deliverables, and deadlines.
Assist in tracking budgets, invoicing, and expenses related to the practice.
Maintain and update team and project calendars to keep team members informed of key dates and deadlines.
Assist in creating and updating client-facing documents, including proposals, reports, and presentations.
Assist with practice marketing and business development efforts as needed, including the review and editing of proposals, brochures, and other collateral.
Coordinate and assist in design award submittal management and research and development on various topics.
Assist with AIA contract support, as needed, including making edits per notes given by practice Leader and Project Managers, editing contracts to ensure MPS standards are met, finalizing contracts and adding/creating exhibits, and sending contracts to clients/consultants.
Support onboarding of new team members within the practice, coordinating access to systems, office orientation, and initial setup. Manage and coordinate calendar, meetings, and prepare necessary materials for internal practice area and management team needs.
Support practice summer interns, ensuring they are well organized and properly staffed.

Studio Support

Willingness to assist with studio front office supporting, including: Greet clients, guests, and team members professionally and warmly, ensuring a positive and welcoming atmosphere.
Manage the studio phone system, directing calls to the appropriate team members and responding to general inquiries.
Maintain the reception area, ensuring it is tidy, organized, and stocked with necessary materials.
Coordinate incoming and outgoing mail and package deliveries, notifying team members of arrivals and ensuring timely distribution.
Provide assistance to visitors by coordinating parking, suite access, and Wi-Fi setup.
Maintain and update the team member and visitor log.

Firm-wide Support

Coordinate and manage the Firm's weekly Monday10 presentation, including: In coordination with the scheduling team, disseminate calendar appointments and weekly reminders to upcoming presenters.
Assemble weekly Monday10 Power Point agenda slides for presentation on Monday morning.
Coordinate with IT on updates + changes prior to weekly, firm-wide presentation.

Requirements

High School Diploma or GED Equivalent
Five (5) + years related experience in a fast-paced professional environment
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with technology and scheduling tools.
Familiarity with Adobe Creative Suite software.
Strong organizational skills, with the ability to prioritize multiple tasks.
Excellent written and verbal communication skills.
Exceptional time management skills.
Strong attention to details.
Ability to provide excellent customer service (internally and externally).
Ability to work independently while also effectively collaborating within a team environment.
Demonstrated ability to handle sensitive information with confidentiality and discretion.
Demonstrated cultural awareness and sensitivity.

Preferred Qualifications

Bachelor's degree.
Familiarity with organizational governance and reporting.
Willingness to learn new technologies.
Experience with contracting software.
Previous experience supporting leadership in a professional services, architecture, or engineering firm.
Robust experience managing logistics and supporting event planning for industry events, workshops, or client meetings.
Knowledge of AIA related contracts and software.
Knowledge of data analytics, processes, visualization, and related support software.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands and arms; balance, stop, kneel, or crouch; speak or listen. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Workplace Environment Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. While performing the duties of this job, the employee may occasionally be exposed to hazardous working conditions in conjunction with construction site visits. The noise level in the construction zone may be loud. While performing the duties of this job, the employee is not exposed to hazardous working conditions. The noise level in the work environment is usually moderate.

McMillan Pazdan Smith is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, race, religion, color, national origin, age, disability, veteran's status or any classification protected by state or local law.If you need a reasonable accommodation to access the information provided on this web site, please contact Human Resources at: hr@mcmillanpazdansmith.com for further assistance.