Administrative Assistant

SOM, one of the most influential design firms in the world, is seeking innovative, creative, independent, and critical thinkers who aspire to the highest standards of excellence. Join our collaborative design practice as an Administrative Assistant for the opportunity to build a strong and thriving career.

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things.

• Ideas:
  We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.
• Knowledge:
  We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.
• Product:
  We strive for excellence in the concept, quality, and delivery of our work.
• Individual:
  We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.
• Team:
  We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential.
• Firm:
  We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

We are seeking a highly organized, hyper-proactive Administrative Assistant with strong strategic and communication skills. This role requires exceptional communication skills with a well thought out process in problem solving. It requires the ability to manage competing priorities in a dynamic and fast-paced environment. The ideal candidate is detail oriented, professional, and comfortable collaborating across teams to ensure seamless operations and a positive client and internal work experience.

• Supports and prioritizes the needs of assigned Leaders and their teams.
• Manages sensitive matters with a high level of confidentiality and discretion.
• Identifies with clarity, time sensitive conversations and projects and will communicate strategies effectively if conflicts arise.
• Efficiently manages and coordinates multiple complex calendars for individuals and teams, ensuring optimal scheduling and alignment. Demonstrates advanced multitasking skills in a fast-paced, dynamic environment.
• Communicates professionally with clients via email to schedule meetings on behalf of Principals and internal teams.
• Understands to collaborate with internal teams to prepare for client meetings in house and manages logistics for client visits, including conference room booking, catering arrangements, and guest services.
• Ensures all external guests are properly registered in the security system for smooth building access and check-in.
• Professionally prepared to meet and greet clients, creating a positive first impression and ensuring a warm and hospitable environment.
• Prepares all travel arrangements and documentation including visa requirements and expense reports.
• Ensures architectural licenses are updated and accurate along with maintaining AIA credits for recording with the Licensure Department.
• Flexible hours as required by the needs of business for projects and meetings.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.

• Minimum of 3 years’ experience as a high functioning administrative assistant to senior leaders or equivalent corporate experience.
• Demonstrates excellent interpersonal, written, and verbal communication skills.
• Demonstrates strong organizational and time management skills.
• Exhibits initiatives, problem solving, and decision quality with a high attention to detail in a…