Archinect

Executive Assistant

HLB Lighting Design HLB Lighting Design Employer:
Los Angeles, CA, USLocation:
Thu, Nov 29 '18Posted on:
Full-timeType:

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are passionate about the work we do and the power of light to impact on the natural and architectural environment. We infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

We look for individuals who are inspired by our values, who seek to learn and in turn teach others, who respect, value and promote the integrity of our work, who care about the impact we make in people's lives, and who are responsive to our ever‐changing world.

Description

We are looking forward to our new teammate, who:

  • Is a self-starter and enjoys a fast-paced environment with a passionate hands-on team
  • Seeks learning and shares knowledge, within and beyond the borders of the office
  • Embraces the challenges of our multimedia world, with inventive problem-solving gusto
  • Enjoys a sunny, creative office space that welcomes dogs and fine feathered friends
  • Is inspired by the world of design and opportunities to interface with peers across the country and clients around the world
  • Appreciates a great benefits package with half-day Fridays and special summer hours

Key Responsibilities

  • Provide administrative and organizational support to the Los Angeles office, and interface with business managers in other office locations.
  • Provide leadership for various projects and hands-on preparation of planning, projections, research, and reports that involve a wide range of topics such as team activities, physical office logistics, document and contract workflow, and billing and accounts receivable outreach.
  • Is an excellent communicator and assists senior team members with client care and information flow, including optimization and management of email, calendar, and telephone modalities.
  • Assist the LA Principals with recruitment by utilizing the applicant tracking system to screen and organize candidates.
  • Review and edit new client contracts for the firm, working with designers, Principals and clients.
  • Work with designers to update backlogs and workflow on a monthly basis.
  • Manage the collections process by pursuing all delinquent accounts for the Los Angeles office, interfacing with the Collections team.
  • Set up of project opportunities and leads in Deltek Vision database and process project work orders and authorizations.
  • Office Management including but not limited to the following: order, manage, and stock supplies, coordinate with IT upon receipt of computer shipments, arrange office lunches, prepare mailings, and office mail distribution).
  • Assist office Principals with calendar maintenance, travel arrangements, and expense reports.
  • General availability during extended after hours to support principals while traveling.
  • Interface with sales reps, which includes coordinating lunches, fixture sample coordination, trips, and conferences.
  • Building and kitchen maintenance (e.g. clean out fridge; bathroom supply stocking, service calls, clean up conference room after lunch and learns).
  • Enter client contacts into Deltek Vision database.
  • Office accounts payable and petty cash management.
  • Assist HR with I-9 forms for new hires and posting of compliance notices.
  • Reception duties (e.g. greet guests; answer the phones).
  • Manage overall office appearance, organization of clean-outs
  • Maintain and update emergency preparedness document as needed.
  • Manage equipment logs for media checkouts.
  • Organize and participate in team building and volunteering events for the office (includes setup and breakdown of events, lunches, activities etc.). Please note team-building leadership includes coordinating after-hours events where participation is required.
  • PTO Calendar Management.
  • Assist Marketing with AIA presentation scheduling and lunch ordering
  • Electronic folder maintenance for administrative files.

Skill Set

  • Excellent organizational, time management and problem-solving skills
  • Excellent written and oral communication skills
  • Excellent proficiency in InDesign and Microsoft Office (Word, Excel, PowerPoint)
  • Experience in Deltek Vision strongly preferred
  • Design industry experience preferred
  • Working knowledge of Adobe Suite (including Acrobat, Photoshop and InDesign) and Bluebeam preferred
  • Professional services contract review and management experience strongly preferred

Education

  • Bachelor’s degree recommended or related experience
  • 8 to 10 years’ experience
  • Certification in Business or Management or endeavoring to obtain it    
  • Knowledge of administrative practices and procedures
  • Knowledge of clerical practices and procedures
  • Knowledge of supervisory principles and practices

Contact Information

If interested, please visit our website to apply - http://hlblighting.com/careers/

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, citizenship, sex, sexual orientation, gender identity, national origin, age, disability, or protected veteran status.  Horton Lees Brogden Lighting Design takes affirmative action in support of its policy to and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

 

Please visit http://hlblighting.com/careers/ to apply for the position on our website.


Back to Job List...

  • ×Search in: