This small award winning design company is seeking a candidate for an Administration Assistant / Office Manager position to support two Principals in a fast paced professional environment.

Our company specializes in design and project management of corporate exhibits, customer business centers and museum exhibitions.

Requirements include a minimum of 2 years job experience with a 4-year college Bachelor's degree. Candidate must have experience working in Word, Excel, Filemaker Pro, PowerPoint and Acrobat. Knowledge of Adobe Creative Suite and QuickBooks Pro is a plus. Growth areas include: full charge bookkeeping as well as basic assistance with design project management (tracking bids, budgets, schedules, materials and furniture orders).

Responsibilities include but are not limited to:

-  Responsible for answering phones, taking messages, checking voicemail, arranging conference calls and web meetings.

-  Responsible for filing, copying, DVD duplication, faxing, electronic archiving.

- Handle day-to-day administrative responsibilities including managing calendar, mail, subscriptions, ordering office supplies, managing office equipment including service contracts and back up of server.

- Manage databases: rolodex, client, passwords, job cost, time & expense etc., as well as organizing and creating new databases.

- Pickup and delivery to service suppliers and office errands as well as arranging messenger services and preparing Federal Express pickups.

- Evaluate and purchase of office equipment and services.

- Arrange for and setups of food and refreshments for client meetings.

- Compose, proof read and distribute documents on behalf of the Principals.

- Arrange and follow through with all travel arrangements - both domestic and international and liaise with outside travel agency.

- Prepare all relevant materials for meetings and travel in support of the Principals.

- Track all travel expenses for reimbursement reports and client invoicing.

- Prepare proposals and presentation materials for client presentations.

- Prepare design award entries.

- Maintain company graphic standards.

- Basic maintenance of mixed platform network and server: basic troubleshooting, network addresses, email service, internet connections, website host company and technical supplier.

- Assist with sourcing, locating, ordering client project related materials and supplies.

Additionally:

- Must have high degree of organization skills.

- Ability to be extremely accurate in all documentation and management tasks.

- Highly proactive and take initiative, as well as taking direction from Principals.

- Resourceful and problem solver.

- Follow through on all details.