Executive Administrative Assistant

Job Description

Job Description

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.

Company Description

global thinking, locally minded.

Founded in 1976, SMA is an architectural firm providing a full range of architectural and planning services. Our commitment to quality design, professionalism, and strong project management has allowed us to play a key role in the development of public and private projects throughout Florida.

A prominent local firm with large firm capabilities.

For Small, large, or projects in-between, our proven best practices and proactive interaction with all involved parties deliver results that impress on every level.

SMA delivers a locally aware community partner that has earned a place on the national stage. Award-Winning. Industry Advanced. Innovation Embracing. The proof is in our project portfolio — past, present and glorious future.

our MISSION: Design thoughtful architecture that improves our community.

our VISION: We are part of something bigger. By collaborating as a team in service of our

client, we design thoughtful architecture for our living community.

our VALUES

TEAMWORK We believe in the power of collaboration.

INTEGRITY “Always do right. This will gratify some people and astonish the rest.”

INNOVATIVE SOLUTIONS We explore the boundaries of architecture and the evolution of the

connection between for and function.

SERVICE Our clients and our community are our priority.

Company Description

global thinking, locally minded.\r\n\r\nFounded in 1976, SMA is an architectural firm providing a full range of architectural and planning services. Our commitment to quality design, professionalism, and strong project management has allowed us to play a key role in the development of public and private projects throughout Florida.\r\n\r\nA prominent local firm with large firm capabilities. \r\n\r\nFor Small, large, or projects in-between, our proven best practices and proactive interaction with all involved parties deliver results that impress on every level.\r\n\r\n SMA delivers a locally aware community partner that has earned a place on the national stage. Award-Winning. Industry Advanced. Innovation Embracing. The proof is in our project portfolio — past, present and glorious future.\r\n\r\nour MISSION: Design thoughtful architecture that improves our community.\r\n\r\nour VISION: We are part of something bigger. By collaborating as a team in service of our \r\n\r\nclient, we design thoughtful architecture for our living community.\r\n\r\n\r\n\r\nour VALUES\r\n\r\n\r\n\r\nTEAMWORK We believe in the power of collaboration.\r\n\r\nINTEGRITY “Always do right. This will gratify some people and astonish the rest.”\r\n\r\nINNOVATIVE SOLUTIONS We explore the boundaries of architecture and the evolution of the \r\n\r\nconnection between for and function.\r\n\r\nSERVICE Our clients and our community are our priority.