Executive Assistant / Business Development

  • Full Time
  • Seattle
  • Posted 3 weeks ago

Graham Baba Architects

Executive Assistant / Business Development

Firm Description
Graham Baba Architects is a vibrant Seattle design firm recognized for the successful place-making of commercial, residential and arts spaces. We have a friendly, informal and creative culture with people who are passionate about what they do. Although we are currently working from home, we continue to connect virtually as a team through weekly firm video calls and happy hours.
For more information about our projects and firm, please visit us on Instagram or our website.

Role Description
We are looking for a new, well-organized, colleague to work directly with the four Partners to support them in leading a busy creative practice. The successful candidate will effectively organize and complete multiple, simultaneous tasks, while serving internal team members and external clients. The ideal candidate is self-motivated and able to work independently with clear direction and is capable of open and honest communications. Previous experience working in a design firm environment is a plus.

GBA is following the recommendations of our public health officials during the COVID-19 pandemic. Until we are all able to fully return the office, this position will require work from home and limited work in the office. Once our office is fully re-opened, this position will require work in the office with limited work from home.

Primary Responsibilities

   Executive Assistant

  • Daily meeting briefing and active schedule management for two of the four Partners
  • Work closely with all four Partners to coordinate meetings, appointments, employee reviews, schedules and correspondence
  • Work closely with the Project Manager group and Admin team regarding all project-related meetings, travel, appointments, etc.
  • Assist with communication between Partners and clients – in person, over the phone and via email
  • Support partners in timekeeping and processing expense receipts; correspond with and provide data to the CFO
  • Maintain professional and friendly relationship with Partners, Associates, Project Managers, and Admin team
  • Track licensure and continuing education credit requirements to keep licenses and memberships current
  • Track and edit AIA contracts using proprietary AIA software (training provided)
  • Occasionally assist CFO with general operations, administrative tasks and/or handling confidential data

   Business Development

  • Track and assist in the preparation of new work proposals and qualification packages
  • Hire and manage photographers, assist with project photo shoots
  • Awareness of partner-defined company goals and strategies for growth
  • Schedule and forecast for local events and programs for company participation
  • Research and assist with award submissions
  • Track and support professional development opportunities of staff

Requirements & Qualifications

  • Self-motivated with a strong work ethic
  • Adaptable and resourceful in handling shifting, sometimes competing, priorities and tight deadlines while maintaining a friendly, positive and helpful attitude
  • Interpersonal abilities, soft skills, and experience collaborating in teams
  • Excellent written and verbal communication skills with an eye for consistent and high-quality visual communication
  • A person who is conscientious, timely, and punctual, and who can help keep the Partners on schedule
  • Working knowledge of Microsoft Office, Outlook, Word and Excel. Experience using Bluebeam and Adobe Creative Cloud (Photoshop, InDesign) a plus but not required
  • Must maintain strict confidence and discretion around highly sensitive information
  • 2 Years relevant work experience in a true support and executive administrative function
  • Proficiency in social media
  • Must be professional, articulate and enjoy working with and managing people
  • Must be detail oriented and have excellent organizational skills
  • Is a good colleague and a team-player
  • Is professional on the phone, in e-mails and in person
  • A valid driver’s license and eligibility to work in the United States

To Apply