Administrative Assistant - Part-Time to Full-Time

Charlotte Worthy Architects, LLC Charlotte Worthy Architects, LLC Diversity Badge Employer:
Wed, Jun 9 '21Posted on:

Charlotte Worthy Architects, a high-end residential Architecture firm in Manhattan, is seeking an Administrative Assistant.

The Administrative Assistant would begin his/her role in a part-time capacity and transition into a full-time capacity, or may begin in an immediate full-time capacity - depending on the candidate. 

Duties include, but are not limited to:

Project-Related Responsibilities:

  • Maintaining office project files – regularly updating digital files and record logs
  • Researching, sourcing, and formatting product cut sheets including but not limited to plumbing, hardware, appliance, and lighting fixtures
  • Updating project consultant invoice logs and serving as the office’s first line of review for invoices
  • Overseeing project task lists – updating each project’s task list with incoming requests and to-do
  • Coordinating and liaising with vendors for product specifications and recommendations, quotes, samples, etc.
  • Expediting filing processes by hand delivering forms, plans, drawings, samples, etc. to clients and consultants as requested
  • Typing meeting minutes when requested
  • Updating office contracts and project directories
  • Assisting in preparing project documents and drawings for client meetings and presentations

* The ideal Administrative Assistant would be willing to learn AutoCAD to assist the Architects and Principals with various drawing tasks

Administrative Responsibilities:

  • Updating and managing project calendars as well as the Principal’s personal calendar
  • Organizing and reviewing employee documents, vacation requests, timesheets, and petty cash requests
  • Receptionist duties including answering phone calls, arranging conference calls, emailing, etc.
  • Collecting and collating timesheets monthly for project invoices
  • Liaising with office Bookkeeper and Business Manager
  • Assisting the Principles in earning continuing education credits and points to maintain their architectural licenses and AIA memberships. Continuously seeking new opportunities for the professional development such as webinars, seminars, etc.  Assisting the Principals in renewing their AIA annual memberships and tri-annual architectural license renewals
  • Liaising with the office’s IT firm to assist and/or troubleshoot any tech related issues that may arise
  • Managing and organizing the annual holiday cards and gifts distribution – collecting and organizing addresses, coordinating with the print house, distributing cards and gifts 

Marketing Responsibilities:

  • Collating digital content and photos for the firm’s social media and marketing efforts
  • Assisting the Principals with launching and maintaining the firm’s website with current work
  • Assisting the Principals with preparing for photo-shoots

In-Office Responsibilities:

  • Ordering office supplies and stocking the kitchen and utility closets weekly. Helping to keep a clean and welcoming office space by organizing sample shelves, maintaining clean bathrooms, and taking out the trash and recycling nightly
  • General paper management and archiving
  • Tidying up and setting up the Principal’s office each morning and before client meetings
  • Running errands at the Principals’ request

* Charlotte Worthy Architects is currently reviewing working in-office on an as-needed basis, as determined by the Principal or team leader. Applicants should ideally be able to travel into the office, and on occasion to project sites. 

Applicants should have strong communication, organization, time-management, and interpersonal skills. Proficiency in Outlook, Word, Excel, Powerpoint, and Adobe is required. We are looking for a professional, detail oriented, and energetic candidate to fill this role and are eager to fill the position with the right person. Please be willing to learn new skills and adapt to the demands of the position as they change and grow. 


Interested parties should send a cover letter and resume to

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