Job Description
Grimshaw is a global architecture and design studio of ideas and invention, driven by a desire to connect people to each other and the world around us.
We recognize the urgency of the challenges that face our planet, and our duty to deliver architecture and design best suited for a flourishing future.
Our studios are founded on analysis and exploration.
We relish the challenges inherent across a wide range of work, engaging our expertise and agility to deliver lasting, meaningful design that brings value and joy to clients and users.
At Grimshaw, we encourage creativity, collaboration and innovation.
We want our staff to be fulfilled by their time with us as we know the key to our continuing success is working with and engaging the most talented people we can find.
The Role:
We are currently seeking a part-time administrative assistant to join our Los Angeles studio.
Our ideal candidate is proactive, organized, adaptable and capable of prioritizing many administrative tasks in support of a diverse workload.
This position will be 3 days per week, with potential of growing into a full-time role as the studio scales in size.
What You Will Do:
Provide proactive administrative support to the partner in charge including calendar management, planning and booking travel and itineraries, email correspondence and mail distribution
Welcome and direct studio visitors and clients
Prepare agendas and schedules for meetings, ensuring meeting spaces or Zoom meetings are booked, set up with relevant equipment and refreshments, etc.
Maintain office supplies inventory and coordinates maintenance of office equipment
Collate project and office expenses monthly to for submission to the Finance department.
Provide assistance with expenses, timesheet recording and reporting.
Support onboarding with new hires in coordination with support team in the New York Grimshaw studio.
Assist with coordination of internal events including presentations, staff social events, Health and Wellness initiatives, and industry events.
Maintain records, documentation and files.
Assist with archiving of project documentation
Arrange lunches/dinners as required and make reservations in connection with business hospitality
Perform other administrative duties as assigned
Qualifications and Skills:
Minimum of two years of previous administrative support experience
Expert in Microsoft Office (Outlook, Word, Excel, PPT)
Excellent written and verbal communication skills with staff and external stakeholders
Strong attention to detail
Ability to multitask and prioritize tasks with a heavy and diverse workload
Flexible and adaptable in various situations and when interacting with many different stakeholders
Able to use initiative and work independently with little guidance.
Must be self-motivated, proactive and resourceful.
Must be authorized to work in the United States.
Desired Experience:
Experience in professional services industry a plus, but not essential
Grimshaw is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, national origin, ancestry, alienage or citizenship status, age, disability or handicap, sex, gender identity, marital status, familial status, veteran status, sexual orientation or any other characteristic protected by applicable federal, state or local laws.
We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.