Job Description

?? Job Title: Administrative Assistant / Office Executive (Architecture & Construction)

Our client is a fast-paced, growth-oriented firm specializing in architectural design and construction project delivery. Our team values organization, communication, and a proactive approach to supporting both field and office operations. We are seeking a highly skilled

Administrative Assistant / Office Executive who understands the unique demands of the architecture and construction industries.

Position Overview

The ideal candidate is detail-oriented, tech-savvy, and comfortable supporting executives, project managers, and field staff. Experience working with architectural drawings, construction documents, proposals, and permitting processes is highly preferred. This role ensures the office runs smoothly while providing critical administrative support across multiple teams.

Key Responsibilities

• Provide executive-level administrative support, including scheduling, correspondence, and document management
• Prepare, format, and track architectural and construction documentation (RFIs, submittals, addendums, proposals, specifications, etc.)
• Assist with project coordination and communication between clients, contractors, vendors, and internal teams
• Manage office operations: supplies, invoices, vendor relationships, meeting preparation, and filing systems
• Support permit applications, bid packages, and compliance documentation
• Maintain organized digital and physical filing systems for drawings, contracts, and project documentation
• Assist with budgeting, purchase orders, and tracking project expenses
• Coordinate travel, meetings, and calendars for executives
• Ensure deadlines are met by tracking project deliverables and follow-ups

Qualifications

• 3+ years of administrative or office management experience (architecture or construction industry strongly preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with Adobe Acrobat and project management platforms is a plus
• Familiarity with architectural drawings, construction terminology, and project workflows
• Strong organizational skills with the ability to manage multiple priorities
• Excellent written and verbal communication
• High attention to detail and problem-solving ability
• Ability to work both independently and collaboratively in a fast-paced environment

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.

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