Office Administrator

Administration Manager: We’re Hiring!

Whitham Planning Design Landscape Architecture PLLC (WPD) is a 10-person landscape architecture, planning, and project coordination firm located in Ithaca, New York, working both regionally and in adjoining states, and providing services that range in scale from urban masterplans to private gardens. Deeply engaged in and inspired by the communities and natural environments in which we work, WPD operates from a collaborative and creative office in the vibrant center of downtown Ithaca, NY, a city that offers a high quality of life with a wide variety of cultural, artistic, and outdoor activities and events.

We are currently seeking a full-time Administrative Manager to join our team. The position requires an organized but flexible person with excellent communication and organizational skills.

The Administrative Manager is expected to support WPD in a variety of ways, including:

- Coordinating meetings, managing the office calendar, and calibrating schedules for the entire team.

- Closely collaborating with the WPD management and design staff to prepare, review, submit, and file office and contract documents.

- Procuring, managing, and participating in the development of detailed responses to project opportunities, including RFPs/RFQs.

- Supporting the development of project contracts including scope of services descriptions, fee proposals, and coordinating with client teams to execute contracts.

- Providing general office management including managing office supply levels, paid subscriptions, and mailings, including postal letters and newsletters.

- Supporting WPD staff with hiring forms, benefits enrollment, and other human resources tasks.

- Developing marketing content for firm website, adding webpages for existing projects, and preparing graphics and copy for social media.

- Managing IT infrastructure including server backups, account security, hardware purchases and software updates.

- Organizing and managing event logistics including catering, reservations, and invitations.

- Interfacing and coordinating meetings with prospective clients and community members on behalf of the WPD team.

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The ideal candidate for this position would possess the following qualities:

- 4+ years of professional administrative experience in an office setting, and/or a background in business.

- A Bachelor’s degree or equivalent.

- Proven record of effectively managing a wide variety of administrative tasks.

- Demonstrated ability to collaborate with internal staff as well as other related professionals.

- Expert communication and organizational skills, including the ability to write clear, professional documents.

- Fluency in Microsoft Word, Excel, Google Suite, and Adobe InDesign; experience using other Adobe Creative Suite apps is preferred though not required.

- Experience with social media and marketing strategies is preferred but not required.

- Technological literacy of both Mac and Windows operating systems.

WPD offers our employees a suite of benefits as part of this position, including a competitive salary based on experience and qualifications; health, dental, and vision insurance coverage; a generous PTO and vacation policy; and opportunities for professional development. Salary ranges from $45,000 to $53,000 depending on qualifications.

Interested candidates are invited to submit the following to admin@whithamdesign.com:

- Cover letter describing your interest in the position.

- Professional resume or curriculum vitae

Job Type: Full-time

Pay: $48,000.00 - $53,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Ithaca, NY 14850: Relocate before starting work (Required)

Work Location: In person