Studio Manager & Executive Assistant (Full Time)

Peter Rose and Partners

Peter Rose + Partners is an international architecture and urban design firm based in Boston, MA. We are a collaborative, design-focused, and research-oriented team. We work with cutting-edge technologies, with a focus on sustainability, well-being and comfort, and social and urban issues. We work on all scales, and have been recognized by numerous publications and awards.

The Role:

Peter Rose + Partners is seeking a motivated, organized, and collaborative individual to serve as Office Manager and Executive Assistant.

Responsibilities include: calendar management (Zoom and in-person), travel arrangements, and general office operations.

We are looking for someone with professionalism, problem-solving instincts, and accountability, comfort with self-management, delegation, and collaboration is highly beneficial.

In-person, M-F, Full Time (9am-6pm), some remote work is possible.

Responsibilities

ADMINISTRATIVE & EXECUTIVE SUPPORT:

  • Calendar Management:

  • Manage dynamic professional and personal calendars for Principals; collaborating with Principals on balancing requests and other priorities

  • Schedule and start remote/zoom meetings

  • Send out daily agendas, meeting reminders, track deadlines and correspondence

  • Travel:

  • Book transportation and lodging for business travel, and some personal travel (Principals)

  • Create and distribute itineraries

  • Monitor in-progress travel, and take appropriate initiative

  • Office Administration (including, but not limited to):

  • Bring in, sort, distribute mail

  • Answer phones during business hours

  • Coordinate deliveries (to and from office)

  • Stock kitchen and bathroom

  • Basic tidying

  • Coordinate cleaners and schedule/track routine maintenance

  • Prepare conference room for in-office meetings

  • Liaise with tech support both in-office and remote (computers, servers, printers, etc)

  • Light bookkeeping, forwarding/tracking bills to bookkeeper

  • Principals Executive Assistant Support:

  • Daily check-ins

  • Draft and proofread correspondence

  • Aid in expense reporting (compile receipts, submit reports)

  • Occasional personal errands

  • Pick up or order lunch daily when in-office

  • General:

  • Maintain grid of current clients/projects, track hours

  • Miscellaneous project related administrative duties

  • Help organize quarterly office outings, dinners, and events

Requirements

QUALIFICATIONS:

Our ideal candidate is detail-oriented, accountable, and enjoys thinking creatively and writes clearly and well. We seek candidates who are self-motivated, responsible, work successfully in a fast-paced, deadline-driven environment and who have an appreciation for art and architecture, urban design, and research.

We want someone who is interested growing with our firm as we grow with them.

Helpful skill and/or experience:

  • Command of Microsoft Office Suite (Word, Excel, PPT), especially Outlook/Entourage

  • Command of Zoom for both calendar integration and meetings

  • Proficiency with Adobe Suite (InDesign, Illustrator, Acrobat) or willingness to learn

  • Experience with Bluebeam, or willingness to learn

  • Graphic/visual communication skills and sensibility

  • At least (2) years or an equivalency of professional experience in administration, executive support, coordination, or operations.

  • Financial literacy and some understanding of bookkeeping is helpful but not required

50-60k/year. Commensurate with experience. Competitive benefits without probationary period.

How to Apply

Please apply by email with a cover letter, resume and additional materials you would like to include (such as a graphics portfolio or research/writing sample) in PDF format to: hiring@roseandpartners.com

We look forward to reviewing your application.

Peter Rose + Partners

242 E Berkeley Street, 5th Floor

Boston, MA 02118

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Posted on November 21