Temporary Administrative Assistant

Summary
Our client is a full-service architecture and design firm that works in a variety of market sectors. They are seeking a Temporary Administrative Assistant. This vital role will take on the day-to-day administrative functions and light office management duties. This position is ideal for a detail-oriented professional who thrives in a fast-paced environment and can hit the ground running.

The role is expected to be in the office full-time Monday through Friday in a 12-week temporary contract capacity.

Critical parts of the job

• Provide project set-up and contract management
• Manage facilities issues, ensuring the appropriate people are hired for repairs and maintenance (HVAC, Plumbing, and General Maintenance)
• Manage and coordinate calendars, scheduling meetings and appointments as needed
• Screen and route incoming calls, emails, and correspondence
• Maintain upkeep on new projects and archive management
• Prepare, proofread, and format documents, reports, and presentations
• Maintain organized filing systems (physical and digital)
• Assist with data entry, spreadsheet management, and basic reporting
• Support team members with ad hoc administrative tasks as assigned
• Serve as the first point of contact for visitors and guests
• Monitor and replenish office supplies, placing orders as needed
• Liaise with external vendors for routine office needs
• Coordinate mail, courier, and shipping requests
• Ensure common areas are tidy and presentable throughout the day
• Assist with onboarding logistics for new staff (workspace setup, access badges, etc.)
• Organize and maintain office operations and procedures, including copiers, printers, and other office equipment
• Manage and maintain the design licensing records
• Support the Marketing department with administrative tasks as needed

Skills, Education & Abilities

The Must-Haves

• Strong verbal and written communication skills
• Relentless attention to detail and great organizational ability
• Ability to work independently and prioritize competing tasks while meeting deadlines
• Great at multitasking, problem-solving, and excellent time management skill

Qualifications

• A high school diploma or equivalent is required
• 2+ years of administrative or office support experience
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)

The Nice to Haves

• Experience in a professional services or HR environment
• Familiarity with office management platforms or scheduling tools
• Positive, team-oriented attitude with a proactive approach to problem-solving

About our client
Our client is a forward-thinking architecture and design firm driven by a mission to transform the spaces where people live, work, and heal. They partner with organizations across a wide range of industries and institutions to create environments that elevate productivity, spark discovery, and enhance quality of life.
At the heart of everything they do is a deep commitment to improving communities - not just for today, but with an eye toward a sustainable future. Their work is rooted in purpose: designing spaces that people genuinely need and use, and that support the vitality of the communities they serve.

Converge HR Solutions and our clients provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.