Administrative Assistant

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm. We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration. Together we can achieve great things.

Success at SOM Means

• Ideas: We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.
• Knowledge: We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.
• Product: We strive for excellence in the concept, quality, and delivery of our work.
• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.
• Team: We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential.
• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Position Responsibilities

• Assist the Senior Leadership and Project Managers with complex diary management and logistics.
• Manages and coordinates multiple calendars, both individual and team specific
• Assist the wider team of Associate Principals and Associates with administrative support as required including scheduling of meetings, preparation of meeting minutes; business correspondence, printing, photocopying etc.
• Prepares all travel arrangements and documentation; prepares and submits visa applications when necessary.
• Schedules external meetings and assists with set-up of conference rooms, including food and beverage when required, video conferencing, and Zoom meetings.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate along with maintaining AIA credits for recording, in tandem with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensure the day-to-day tasks are well organized and efficient.
• Perform other support tasks as assigned, including timesheets, expense reports, excel workbooks
• Dedicates necessary time beyond scheduled hours (including last minute requests) as required to meet business commitments.
• Preparing letters of invitation for visiting guests.
• Completion of expense reporting, timesheets weekly.
• Maintaining contacts list.
• Assist with organisation and coordination of client and staff events as and when required

Minimum Qualifications

• Completion of a four-year undergraduate degree or equivalent corporate experience.
• Minimum of 5 years experience as executive administrative professional or equivalent knowledge, skills and abilities.
• Demonstrates highly proficient interpersonal, written and communication skills.
• Possesses organizational and technical skills as well as the ability to anticipate the needs of Senior Leadership.
• Sophisticated computer skills with experience for research and communication; database creation and management; contact management systems and advanced Microsoft Office and Google Workspace.

Skidmore, Owings & Merrill (SOM) is a global practice of architects, engineers, and planners renowned for designing buildings, interiors, and public spaces that push the boundaries of technical and environmental innovation. Our interdisciplinary teams collaborate across an international network of studios to deliver projects of lasting impact. Through our built work, research, and advocacy, we are advancing strategies to decarbonize the built environment. Learn more about our commitment to climate action.

Working at SOM Our practice was built to champion inclusivity of expertise, people, and ideas. Together, we cultivate an entrepreneurial mindset that equips our teams to face new challenges. Our studio culture offers opportunities for mentorship, growth, and leadership across project teams, offices, and employee resource groups.

SOM is proud to be an equal opportunity and affirmative action employer, and we have been recognized with the highest ranking awarded on the Human Rights Campaign Foundation's Corporate Equality Index. We publish an annual Impact Report as part of our ongoing commitment to advancing equity in our practice and the profession.

Our Benefits

• We offer medical, dental, vision, disability, life, and accident insurance.
• We also offer retirement support, free access to employee assistance programs for employees and family members, workplace flexibility, paid holidays, family leave, and paid time off.
• We reimburse costs for professional licenses, certifications, and exams, and offer specialized, in-house career development and mentorship programs designed to help you advance your knowledge and expertise.

Notice to Applicants

Portfolios must be submitted for all design positions (Architecture, Interiors, Planning, etc). Applications without work samples will not be reviewed. Portfolios should be one PDF attachment, 10-20 pages, maximum 5 MB.