Administrative Assistant - Architectural

OCV Architects OCV Architects Employer:
New York, NY, USLocation:
Wed, Nov 1 '17Posted on:

Oaklander, Coogan & Vitto Architects, P.C. (OCV Architects) is seeking an Administrative Assistant:

This critical position provides administrative and secretarial support for Principal & Project Architects.  In this role you, will answer routine correspondence and assemble confidential and sensitive information (at times), and deal with a diverse group of important external clients as well as internal staff at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload.  Experience and acumen in Word and Excel is essential. 

This is an exciting opportunity for a dynamic Administrative Assistant seeking a high-energy work environment where they can make an immediate impact. The chosen candidate will provide key support in a high growth area of an architectural firm in New York. The chosen candidate should possess the ability to communicate effectively with a variety of personalities, multi-task, problem solve and adjust from a daily routine.

Aside from day to day administrative duties, responsibilities include marketing outreach, assisting principal and project architect on research and coordination for varied office, retail and residential projects in the New York area.

Roles and Responsibilities:

  • Coordinates with Architects and project team’s administrative personnel.
  • Assist with research and gathering information relevant to projects
  • Type and format letters, memos, transmittals, minutes, presentation materials, reports and other documents using advanced features of Word
  • Prepare AIA contracts and/or Proposals
  • Maintain internal database, phone lists, corporate communications, charts, etc
  • Performs designated administrative tasks (i.e., setup meetings:  arranging time, organizing meeting room, and setting up/clean-up of supplies if needed), copying, scanning, filing, archiving, faxing, etc.
  • Performs word processing for assigned group and as backup to other departments as needed (i.e., formatting and  editing of correspondence, memos, proposals, reports, spreadsheets, cut sheets / brochures,  transmittals, bid tabs, adhering to company standards on specifications, etc.)
  • Provides excellent customer service (answer telephones for office personnel as requested, as well as screen and direct contractor and client calls or taking clear and concise messages


  • Proficiency in Microsoft Office Suite with demonstrated expertise in Word and Excel
  • Adobe Photoshop, and PDF compilation and processing software such as Bluebeam and Adobe Acrobat Pro.
  • Minimum 3 years of administrative experience
  • Must be an organized self-starter and team player with a positive, friendly manner, excellent verbal and written communication skills. 
  • Strong attention to detail including proofreading with a high degree of confidentiality.
  • Ability to work well under pressure, juggle and prioritize multiple projects and adjust work accordingly, often against tight deadlines.
  • Punctuality and dependability are essential.
  • Architectural or construction office experience a plus.

Required Education:

A bachelor degree from an accredited university.

This is a full-time position and salary will be commensurate with experience.  Our firm offers excellent benefits, including health, dental and vision insurance, 401k and profit sharing plans

For more about our firm, visit


Please e-mail resume and cover letter to:

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