Executive Administrative Coordinator

About the Role:

We're looking for a highly organized, proactive Executive Administrative Coordinator to support our Architectural Division. This role is the central hub for project coordination, communication, scheduling, and operational support, helping our architects and designers stay focused on design and delivery.

If you thrive in a fast-moving environment, enjoy organizing complex details, and love being the person who keeps everything running smoothly, we'd like to meet you.

This is a full-time, in-person position, no remote/hybrid.

Key Responsibilities

1. Project Support & Coordination

2. Set up new projects in the ERP (Teamwork or similar) — folders, numbers, milestones, and codes.

3. Track deliverables, RFIs, submittals, and transmittals.
4. Prepare consultant RFPs (MEP, Structural, etc.) from templates.
5. Coordinate document sharing and version control with engineers and partners.
6. Review drawing packages for completeness before client issue.
7. Upload and transmit plans through ShareFile, Procore, and client portals.

8. Track AHJ submittals, approvals, and permit status.

9. Communication & Client Interface

10. Draft meeting agendas, take notes, and distribute minutes.

11. Maintain project action-item lists and follow-ups across teams.
12. Schedule and coordinate client and consultant meetings.
13. Send invites, materials, and links; ensure everyone is prepared.
14. Maintain accurate client contacts for marketing and proposals.

15. Proactively follow up on deliverables, confirmations, and document sharing.

16. Core Administrative Support

17. Manage calendars, schedules, and recurring meetings.

18. Organize filing systems (digital and physical).
19. Track licenses, CE credits, AIA renewals, and project directories.
20. Prepare internal memos, notifications, and summaries.

21. Track consultant proposals, COIs, W-9s, and invoices for review.

22. Executive & VP Assistance

23. Manage and prioritize VP calendar and requests.

24. Compile weekly performance and project status reports.
25. Track division initiatives and workload summaries.

26. Support strategic, process-improvement, and reporting activities.

27. Marketing & Business Development

28. Maintain proposal templates, resumes, and project sheets.

29. Assist with RFP/RFQ responses and pursuit tracking.
30. Support social media, website updates, and award submissions.

31. Maintain logs for leads, proposals, and bid outcomes.

32. HR & Team Coordination

33. Help onboard new hires (IT, training, workspace).

34. Maintain training records, certifications, and growth plans.
35. Manage vacation calendars and availability impacts on deliverables.

36. Support HR with org charts, resource planning, and team events.

37. Systems & Standards Support

38. Maintain templates (letterhead, minutes, transmittals).

39. Track software licenses and IT requests.
40. Coordinate updates to CAD/Revit standards under VP direction.

41. Execute approved template and task list updates in ERP tools.

42. Special Projects

43. Support client engagement initiatives.

44. Assist with design award submissions and documentation prep.
45. Help prepare leadership reports and track division metrics.
46. Organize weekly action plans and ensure priorities move forward.

Qualifications

• Experience in
  architecture, engineering, construction, or professional services
  preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Comfortable working in fast-paced environments with competing priorities.
• High attention to detail and follow-through.

Tools a plus (but we'll train):

• ERP/PM tools (Teamwork, Unanet, Zoho, )
• ShareFile, Procore, or similar
• Microsoft Office / Teams / Adobe
• Revit/AutoCAD exposure helpful (not required)

What Success Looks Like

• Projects are organized, documented, and moving on schedule.
• Leaders and clients feel informed and supported.
• The team has clarity on priorities and next steps.
• You've become the reliable "go-to" person for coordination.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Health savings