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Saltz Michelson Architects (SMA) is seeking a proactive, detail-oriented Executive Administrative Assistant to support the Executive Team and ensure smooth day-to-day office operations. This role is ideal for someone who thrives in a professional services environment, enjoys balancing administrative priorities, and is confident handling document coordination, file organization, shipping/mail, office supply management, and light accounting support.

Schedule: Part-time, Monday thru Friday 12:00 PM – 5:30 PM, minimum 25 hours/week (weekday schedule; occasional flexibility may be requested)

Benefits: Full benefits eligible (medical/dental/ PTO/holidays, and other firm benefits per SMA plan)

Position is IN-OFFICE at our Ft. Lauderdale Location - not eligible for remote work.

Essential Responsibilities

• Assistant to the Executive Team
• Provide administrative support to the Executive Team, including coordination of routine tasks and follow-through on time-sensitive items.
• Assist with preparation, formatting, and distribution of contracts, proposals, qualification packages, and business correspondence.
• Proofread final documents for accuracy, grammar, formatting consistency, and completeness prior to issuance.
• Maintain a professional, responsive communication style with internal staff and external partners/clients.

Document & Records Management

• Maintain and organize electronic and paper files for projects, proposals, and administrative records.
• Support document control standards: naming conventions, folder structures, versioning, and archiving.
• Assist with assembling final deliverables and ensuring consistent presentation/branding.

Office Operations

• Manage all incoming and outgoing mail, deliveries, and shipments (including tracking, logging, and distribution).
• Maintain office supply inventory; place orders as needed and keep common areas stocked and organized.
• Support general office upkeep and daily operational readiness (printer supplies, conference room readiness, etc.).

Accounting Support

• Assist the Accounting Department as needed (examples may include filing, scanning, distributing invoices, light data entry, and internal routing of paperwork).
• Help ensure administrative paperwork is complete and submitted according to internal procedures.

Required Qualifications

• High school diploma or equivalent required; Associate’s degree preferred.
• 5+ years of administrative support experience (professional services, architecture/engineering/construction, or similar environment preferred).
• Strong proficiency with Microsoft Office (Word, Outlook, Excel); comfort working with PDFs and digital file systems.
• Demonstrated ability to proofread and format professional documents with high accuracy.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.

Preferred Qualifications (Nice to Have)

• Experience supporting executives or leadership teams.
• Familiarity with AEC workflows (proposals, contracts, project records) and/or systems such as Deltek (Vantagepoint) or similar platforms.
• Experience with printing/binding coordination and assembling proposal packages.

Skills & Competencies

• Discretion and professionalism with confidential information.
• Clear written and verbal communication.
• Highly reliable and punctual; able to maintain consistent afternoon coverage.
• Comfortable working independently, anticipating needs, and following through to completion.
• Customer-service mindset with staff, visitors, consultants, and clients.

Work Environment & Physical Requirements

• Office-based role with routine sitting, computer use, and occasional lifting/moving supplies and packages (typically up to 25 lbs).
• Frequent use of standard office equipment (printer/scanner, phone, postage/shipping tools).

How Success Is Measured

• Accuracy and quality of final documents issued (contracts/proposals/correspondence).
• Organization and completeness of project/admin files.
• Smooth handling of mail/shipping and consistent office readiness.
• Reliable support to Executive Team and timely follow-through on assigned tasks.