Administrative Assistant

Job Description

Job Description

Are you ready to join a growth-oriented team where creativity meets innovation? At Ware Malcomb, we are a dynamic and forward-thinking design firm committed to pushing the boundaries. Our team-oriented, collaborative approach ensures that every project is a blend of visionary design, seamless project delivery, and we are actively engaged with both the community and the industry. Discover our vibrant culture to get an inside look into life at Ware Malcomb and the programs we offer. -at-ware-malcomb/

As an Administrative Assistant in our New York office, you will support a collaborative and team-oriented environment. You will partner closely with Office Leaders to keep daily operations running smoothly while coordinating meetings and events, supporting client engagement efforts, and fostering an organized and welcoming environment for team members, clients, and partners. Your ability to balance priorities, communicate effectively, and maintain a proactive, positive approach will drive team success and elevate the overall office experience.

This is a fully onsite role, Monday through Friday, from 8:00 AM to 5:00 PM.

Your Role

• Maintain a well-organized, professional, and welcoming office environment, including shared spaces such as conference rooms and resource areas.
• Partner with Office Leaders and team members to support day-to-day office operations.
• Monitor and maintain office supplies. 
• Manage conference room scheduling and coordinate space, equipment, and meeting setup needs. 
• Coordinate internal and external meetings and events, including scheduling, logistics, catering, and A/V setup.
• Manage incoming and outgoing mail, deliveries, and shipping (FedEx), ensuring timely distribution and organization.
• Serve as a point of contact for building management, security, and external vendors. 
• Support business development efforts by conducting market research and compiling insights on targeted companies, industry partners, and emerging practice areas. 
• Assist in the preparation of proposals, presentations, and marketing materials, including light editing of qualification packages and support for communication initiatives. 
• Perform a variety of administrative tasks, including data entry, document preparation, filing, and system updates. 
• Maintain CRM data (HubSpot) and support reporting efforts.
• Assist with project-related administrative processes, including opening project numbers, generating reports in Deltek Vantagepoint, and managing documentation in Newforma.

Qualifications

• Minimum of 3 years of administrative and/or business development experience, preferably within an architecture, engineering, or professional services environment
• Proficiency with Microsoft Office and strong overall computer skills
• Experience with Adobe Creative Suite (InDesign, Photoshop) and CRM platforms (e.g., Hubspot) is a plus
• Strong ability to manage multiple priorities in a fast-paced environment while maintaining composure and attention to detail
• Excellent verbal and written communication skills
• Professional and courteous approach when interacting with team members, clients, and visitors
• Highly organized, dependable, and proactive, with a strong sense of ownership and accountability 

The compensation range $26.25-$31.50/hour, plus benefits. Read more about Life at Ware Malcomb.

The final agreed upon compensation is based on individual education, qualifications, experience, licensing, project specialty/complexity and work location. We may exceed the posted compensation range for candidates who surpass the posted requirements. At Ware Malcomb, certain roles are bonus eligible.

This is a full-time, long-term position.

Established in 1972, Ware Malcomb is a dynamic, forward-thinking commercial real estate design firm providing professional architecture, interior design, civil engineering, branding, building measurement, structural engineering and MEP engineering services to clients throughout the world. With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, hospitality and public/institutional projects.

The firm is also ranked among the top 10 Architecture/Engineering firms in Engineering News-Record’s Top 500 Design Firms and the Top 30 Interior Design Firms in Interior Design magazine’s Top 100 Giants. For more information, visit waremalcomb.com.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.