Administrative Assistant

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We strive to infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

We are seeking a dynamic Administrative Assistant to join our award-winning team who are inspired by our values, seek to learn and in turn teach others, respect, value, and promote the integrity of our work, care about the impact we make in people's lives, and are responsive to our ever-changing world.

Description

The Administrative Assistant will support the New York office of HLB Lighting Design and may provide virtual support to other HLB offices. This position will report to the local Principals.

This full-time, hands-on position is perfect for you if you are detail-oriented, energetic, and self-motivated individual who works well in a team or individually. You must have excellent written and oral communication, be able to work in a fast-paced deadline-driven atmosphere and have exceptional time management and organizational skills. Proficiency in Microsoft Office is required. Previous experience using Deltek Vantage Point Client Relationship Management (CRM) software, Adobe InDesign or Adobe Photoshop to support an office is desirable.

Some duties that this role will be asked to perform include, but are not limited to:

• Coordinate and oversee daily activities within the office
• Ensure office is clean and organized
• Greet visitors and provide assistance as needed
• Answer telephones and direct callers to appropriate individuals
• Order and stock all office supplies and snacks
• Receive, sort, and distribute incoming mail and packages
• Prepare outgoing mail and packages
• Coordinate and oversee vendor presentations and organize office lunches
• Coordinate special events/office celebrations
• Assist Accounting with accounts receivables/collections and manage petty cash
• Assist with tracking of project contract status in the firm’s Deltek Vantage Point database (on the job training will be provided) for Principals
• Provide support for Marketing, Accounting, and Human Resources (mailings, filing, data-entry, administrative tasks) as needed while maintaining a high level of confidentiality.
• Provide support to senior team members (expense reports, correspondence, trip coordination, and calendar management)
• Coordinate with IT and printing vendor to monitor and maintain office equipment
• Coordinate office maintenance and general repair
• Assist with special/ad hoc projects as needed

Education

• Associate or Bachelor’s Degree or equivalent years’ experience with 1-3 year experience preferred.

Skill Set

• Excellent organizational and problem-solving skills
• Excellent written and oral communication skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Working knowledge of Adobe Suite (including Acrobat, Photoshop and InDesign) with Vantage Point knowledge preferred
• Superior ability to prioritize / time management skills
• Self-motivated and self-directed
• Ability to work independently and as a member of various teams / committees
• Flexibility and a willingness to work with constantly changing priorities
• Attention to detail and high level of accuracy
• Team player
• Dependable

Compensation:

$60,100 to $67,100

The final agreed upon compensation is based on cost of living, individual education, qualifications, and experience.

Benefit Clause: Includes but not limited to Medical, Dental & Vision plans, flexible spending account, 401(k) plans, life & AD&D insurance, short/long term disability plans, holidays, and paid time off.

Horton Lees Brogden Lighting Design is an internationally recognized design firm focused on architectural lighting, including electric lighting and daylighting, for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project. We thrive with intriguing projects that engage us conceptually and challenge us technically. We seek to enhance our clients' experiences and create a legacy of design that respects its environment and promotes a better future. Our services are customized to provide the best lighted environments to meet our clients' needs.

HLB is a collaborative firm that values flexibility and work/life balance filled with dynamic people whose enthusiasm for what we do infuses both our professional and personal lives. We are driven by an experienced team that is rewarded for its originality, commitment, and leadership. Our principals are engaged in every project from concept to commissioning to ensure the clients' needs are realized at every step. Our design and technical experts hail from many parts of the world and form the basis for HLB's proven ability to produce outstanding, award-winning designs.

As designers, we promote a positive vision of the future, based upon the belief that many of the environmental problems we face are design challenges. We believe a successful project starts with a collaborative mind-set in support of a common goal: to achieve energy-effective, high-quality environments for owners through intelligent lighting design, design that holistically integrates daylight with supplemental light and controls. Our designers work closely with owners and architectural teams to optimize the integration and control of natural and electric lighting for energy-effective designs of the highest excellence.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed (which includes religious dress and grooming practices), color, citizenship, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, familial and marital status, sex (which includes pregnancy, childbirth, breastfeeding, and related conditions), gender, gender identity, gender expression, age, sexual orientation, military or veteran status, domestic victim status, caregiver status, or any other consideration made unlawful by federal, state or local laws, ordinances, or regulations. Horton Lees Brogden Lighting Design takes affirmative action in support of its policy to and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.