CannonDesign has an exciting opportunity for an Office Administrative Assistant based in our Washington, D.C. (Arlington, VA) office. Look at the description below. If you think your skills and experience, make you a good match for this position, we’d love to hear from you. We’re looking for creative, curious, empathetic people to join our Living-Centered Design movement.
ABOUT OUR FIRM
CannonDesign is an integrated design solutions firm focused on helping people continuously flourish. Whether designing for innovations in health, new scientific discoveries, equity in education or the next big idea in business, we use our Living-Centered Design approach to help organizations realize widespread change. Our ability to design transformational places, plans and strategies is why Fast Company named us a World Changing Company and one of the most innovative design firms in the world.
ABOUT THE ROLE
You will provide support as an Office Administrative Assistant in addition to providing administrative supports on projects. CannonDesign has a flexible work environment, and this role will be done working in the office as required.
WHAT YOU WILL DO
- Greet guests in a courteous and professional manner.
- Answer incoming calls and route accordingly.
- Communicate effectively and professionally.
- Partner with firm’s travel agency to book travel arrangements for staff.
- Prepare written documentation including composing, writing, and proofing documents. Coordinate onsite and offsite meetings and events, including meeting materials, equipment set-up, and ordering and set-up of food and beverages.
- Maintain office’s supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders, and verifying receipt of supplies.
- Ensure front desk, lobby, common areas and conference rooms are neat and presentable.
- Prepare, receive, sort and distribute mail/packages.
- Manage site security with building vendor and act as key contact for building facility concerns
- Prepare expense reports/reimbursement requests.
- May be required to cross train in administrative functions and tasks.
- Assist with the preparation of internal communication including written project documentation.
- Accounts Payable – review, research, and respond to consultant statements, including working with Accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).
- Assist Practice and Operations leaders in reviewing project/program performance.
- Assist Project Managers in the Review/approve of consultant invoices.
- Researching legacy projects to facilitate closeout.
- Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
- Provide support for labor transfers required.
- Distribution and vetting of project expenses for billing.
- Take and transcribe project meeting notes.
- Assist with project staffing data in Deltek Vision Project/Resource Planning.
- Maintain records for financial status of projects.
- Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
- Set up and maintain project files according to firm standards and project records
ABOUT YOUR QUALIFICATIONS
- Qualified candidates will have five years of related experience.
- Experience in legal, accounting, building design or construction industry a plus.
- Associates degree in a related field is preferred, but not required.
- Strong communication, teamwork, time management and organizational skills.
- Ability to handle multiple projects. Accuracy / Detail-oriented.
- Ability to follow-up on outstanding items and follow-through with tasks.
- Proficiency in Microsoft Office; familiarity with Deltek/Vision is a plus
As a Federal Contractor, CannonDesign is required to comply with President Biden's Executive Order 14042. Therefore, as a condition of employment, all employees must provide proof of receipt of a full COVID-19 vaccination unless qualified for a valid medical or religious accommodation.
ABOUT WORKING HERE
- We are relentless in our pursuit of client adoration (not simply satisfaction). Consistent delivery of the best service is what we are about.
- We are committed to ensuring our practice is equitable for all employees, representative of the communities around us – and focused on the future of design. We advocate for equity, diversity, and inclusion efforts through the leadership of our DEI Council, Employee Resource Groups and other community advocacy initiatives.
- We’re about communication and transparency here. If you want to talk to someone about an idea you have, or a challenge that needs addressing, we’re ready for you.
For a general overview of our benefits, please visit our careers page at www.cannondesign.com/careers/
Please note that candidates can only apply to our positions on our company Careers site. It's not uncommon for scammers to create positions that look legitimate on other sites; never enter your information or apply for CannonDesign positions on any platform. Should an issue arise that you feel we should be aware of, please contact us. Please provide your resume and portfolio when applying.
As a condition of employment, all employees are expected to complete mandatory training, including compliance training, within required timeframes and adhere to our internal policies and our Code of Conduct.
CannonDesign recognizes the value of diversity in our workforce. We are committed to equal opportunity. We consider all qualified employment applicants without regard to race, religion, color, gender, age, national origin, sexual orientation, gender identity, partnership status, protected veteran status, disability, or any other status protected by federal, state, or local law. Individuals who hold legal work authorization applicable to employment at CannonDesign in the United States will be considered without regard to citizenship/alienage.
