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.
https://waremalcomb.com/life-at-ware-malcomb/
The Administrative Assistant will provide administrative support to the Ware Malcomb Oak Brook and Chicago offices. Responsibilities include supporting office leadership in day to day administrative activities as well as light marketing support. This includes scheduling meetings/presentations, client interviews, assisting with client / visitor interface and overall office policy & protocols.
This position will be in office.
Your Role
- Coordinate outside vendor Lunch & Learns/AIA CEU opportunities
- Coordinate internal training calendar
- Meeting scheduling logistics (calendar management and booking for kickoffs, large client meetings, business development, new hire interviews, employee reviews, etc.)
- Manage vendor/material library catalog for architecture & interiors teams
- Manage office seating chart and updates
Office Cultural / Social Ambassador:
- Ordering lunches, snacks, beverages, and office supplies
- Assistance with scheduling office outings (event & restaurant reservations, etc.)
- Collaboration with corporate HR and IT departments.
- Marketing coordination - event signups, project photography, social media, manage branded office SWAG
Coordination with Building Management:
- Management of keys, fobs, fitness center waivers for all office staff
- Scheduling external building conference/trainings rooms as needed
- Scheduling of building maintenance requests through tenant portal website
Potential additional areas of support pending time/availability:
- Accounting Coordination: assist with additional service requests and budget reports
- Construction submittal filing in Newforma
- Assisting Office Leaders with Proposal follow-ups/tracking with clients and consultants
- Proposal updating and formatting
Qualifications
- 3 years of administrative and/or marketing work experience, preferably in an architecture or engineering office or related field
- Excellent time-management skills and ability to multi-task and prioritize work
- Proficiency in MS Office (Word, Excel, Outlook)
- Strong organizational and planning skills
- Excellent written and verbal communication skills
- Creative-minded and open to suggesting improvements
- Associates or Bachelor degree
- Offer is contingent on the ability pass a background/credit check
Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional 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, and public/institutional projects.
The firm is also ranked among the top 15 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 www.waremalcomb.com. 
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