Administrative Assistant Job Listing at HOK in Boston, MA (Job ID 3659)

Description

   RESPONSIBILITIES: Reception & Hospitality: Act as the welcoming public face of the studio by greeting guests, managing incoming calls with professionalism, and providing exceptional service to internal and external clients. Office Environment & Cleanliness: Take ownership of the studio's appearance—including the reception area, kitchen, conference rooms and interiors library—ensuring the space remains neat, professional, and organized while encouraging staff to participate in maintaining office standards. Facilities & Vendor Management: Serve as the primary liaison with building management, subcontractors, and vendors for office maintenance, repairs, catering, and firm-hosted "Lunch and Learns." Daily Operations: Manage incoming and outgoing mail/deliveries, coordinate the returning of design samples, and oversee the inventory and purchase of office supplies. Culture & Event Planning: Champion team morale by leading communications and coordinating food, beverages, and RSVPs for studio-wide gatherings (Summer Outings, Holiday Parties, First Thursdays) as well as volunteer and fundraising events. Administrative Support: Keep the office running smoothly by scheduling conference rooms, setting up MS Teams meetings, processing expense reports, supporting Principals on an as-needed basis, and managing task loads for high school interns. Marketing Support: Assist with upcoming proposals by assembling standard boilerplate materials, coordinating the printing and binding of packages, managing event/AIA registrations, and handling client gifts and holiday cards. Onboarding: Facilitate a seamless experience for new hires by preparing agendas, distributing information, and ensuring access to studio-wide resources and communication channels.   EDUCATION & EXPERIENCE: High school diploma or equivalent required; Bachelor's degree preferred. Experience in MS Office including Word and Outlook.  Previous reception, clerical, or related office administration experience preferred.    SKILLS & COMPETENCIES Great interpersonal skills and the ability to interact comfortably with all levels of visitors and staff. Welcoming, friendly, professional, reliable, dependable, and prompt. Expert multi-tasker and prioritizer with the ability to juggle multiple calls and guests at one time, making each feel their needs are being well handled. Strong customer service orientation. Effective communication skills, both oral and written. Highly organized with the ability to maintain a neat and tidy work area. Ability to work efficiently, in an organized manner, and with strong attention to detail. Ability to work independently with little to no supervision, as well as collaboratively in a team environment. #LI-WK1