Administrative Assistant

Administrative Assistant

ZGF is seeking an Administrative Assistant to join a dynamic team of administrative professionals in our Portland office. We are seeking a driven individual with a proven service background, who is meticulous, a reliable administrative team member possessing excellent communication skills.

This is a full-time, on-site position based in our downtown Portland office. The selected candidate will be expected to work on-site Monday through Friday.

As an Administrative Assistant, you will:

• Support front desk operations including greeting office visitors, directing them to the meeting room location or applicable staff member
• Receive incoming phone calls, taking thorough messages and/or passing messages to the appropriate staff or team member for handling
• Be responsible for maintaining calendars and scheduling meetings to include room reservations and set-up, catering, meeting materials, video or conference call arrangements and other logistics
• Support the receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information
• Support reprographics orders and outgoing shipments via UPS, FedEx and other vendors
• Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable
• Be responsible for generating timely expense reports and timesheets
• Order office supplies and materials
• Support data collection and archival; reimbursables and closeouts
• Assist in maintaining office public spaces

Qualifications:

• Minimum bachelor's degree preferred
• Experience with A/C/E industry a plus
• Proficiency in Microsoft Office Suite
• Proficiency in Adobe suite and Bluebeam
• Excellent organization and interpersonal skills
• A collaborative and team-oriented disposition
• Ability to balance competing deadlines
• High level of discretion

Base Salary Range

$48,690/yr - $56,805/yr depending on skills and experience.

Benefits

ZGF Employees Enjoy Medical, Dental and Vision coverage with a generous employer contribution, HSA with employer contribution, 401k with employer match, 4 weeks of PTO and 10 paid holidays per year, paid parental and family leave programs.

Apply With:

• Cover letter
• Resume

We know that great projects take more than a design team to become a reality. Whether you're a finance professional, project manager, or specialist in another field, your expertise helps create a healthier, more equitable built environment. Studies show that women and people from underrepresented groups are less likely to apply for jobs unless they meet every qualification. We encourage you to apply even if you don't check every box—your skills and experiences may be exactly what we need.

ZGF Architects is committed to fostering a diverse, inclusive, and welcoming workplace. As an equal opportunity employer, we celebrate the unique qualities and perspectives that each individual brings to our team. We encourage applicants of all backgrounds, experiences, and identities to apply. Regardless of age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law, we are excited to consider qualified candidates.

If you're ready to contribute to meaningful work, we invite you to submit your cover letter and resume online.