Senior Studio Administrative Assistant

Location: Portland, OR

Type: Full Time

Min. Experience: Experienced

The Studio Administrative Assistant works closely with and assists the Project Manager and/or Project Leadership Team to achieve team and firm goals.

About SERA  
SERA is a progressive, 100% employee-owned architecture, interior design and urban design & planning firm based in Portland, Oregon. Since 1968, SERA has been instrumental in the development of the city’s national reputation for livability. In 2015, we opened a second office in the Silicon Valley.

The SERA Workplace team enables businesses and organizations to transform their vision, culture and objectives into purposeful built environments.  Our design team employs planning frameworks and outcome-based design strategies to maximize value in real estate solutions for sustainable design, interior environmental quality and space planning principles.  We create visually and spatially compelling places that engage the workforce and create a rich cultural experience.

Our Workplace team brings diverse professional skills in architecture, interior design and engineering to create solutions that enrich human health, performance and happiness for both local and global organizations. The work is high performance, high velocity, and highly collaborative. Our teams achieve their highest performance as integrated teams with owners and builders.  


Job Title: Senior Studio Administrative Assistant
FLSA: Non-exempt

Duties and Responsibilities  

Primary

  1. Work with project team to create strategies for people and information management. Lead successful implementation of these strategies.
  2. Perform billable aspects of a project that will require coordination with the team, consultants, and clients.
  3. Create general correspondence such as letters, meeting notes, agendas, contracts, proposals, etc. Generate, compose, and issue business correspondence as required.
  4. Responsible for ensuring project deliverables and documentation is organized and accurate.
  5. Complete research and special projects as needed.             
  6. Work with Project Manager and Accounting team to track budgets, billing and invoices for clients.   
  7. Support Studio by scheduling and coordinating logistics for travel, meetings, and events. 

Additional

  1. Assist with scheduling and preparing for team meetings
  2. Assist Project Manager with keeping staff informed on goals and milestones.
  3. Assist project team with archiving as needed for the project files, and coordinate with other staff to ensure completion.
  4. Prepare project team’s courier service packages when needed.
  5. Other duties as assigned.

Education, Experience, and other Qualifications

  • High School Diploma required.  Associates or Bachelor degree preferred.
  • 3 - 5 years related professional experience. Prior experience in an Architectural firm preferred.
  • Experience coordinating multiple calendars, schedules and meetings.
  • Experience taking and preparing meeting minutes.
  • Experience managing Outlook contacts for executive staff.
  • Demonstrated proficiency in MS Office Suite.
  • Demonstrated proficiency in Google Docs and/or other cloud-based tools.
  • Valid driver’s license with a good driving record.

Knowledge, Skills, and Abilities

  • Familiarity using Adobe Creative Suite programs preferred.
  • Experience with Newforma preferred.
  • Demonstrated ability managing and prioritizing multiple projects, priorities, and deadlines.
  • Ability to maintain confidentiality internally/externally.
  • Outstanding communication skills including the ability to communicate detailed information to a diverse audience. Communication must be at a professional level with attention to grammar, spelling and punctuation; ability to create strong mentoring relationships.
  • Team player with the ability to interact effectively with people from diverse cultural and educational backgrounds.
  • The ability to lift up to 40 pounds; the ability to spend several hours per day walking and using stairs.
  • Willingness to accept high level of responsibility for own actions.
  • Demonstrates a sense of ownership, focusing on and driving critical issues to closure.

SERA Architects Inc. is an Equal Opportunity Employer.

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