• Administrative Assistant

    Job Locations US-WI-Milwaukee
    Job ID 2018-1346
    # of Openings
    Posted Date
    3 weeks ago(10/30/2018 2:07 PM)
  • Overview

    HGA is an award winning architectural, engineering and planning firm with a full-time opportunity in our Milwaukee office for an Administrative Assistant. This role supports Principals and project team members in the Healthcare Architecture Practice Group and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will excel at time management, attention to detail, follow through, prioritizing, anticipating the needs of others, and maintaining a positive attitude.


    1. Maintains daily communication with team leaders to determine assignments, priorities, and seeks clarification as necessary.
    2. Partners with and provides direct support to the Healthcare Practice Group leader (calendar management, correspondence, staffing, department meetings, annual staff reviews, etc.)
    3. Performs a variety of administrative duties in support of a department, project teams, or group leaders:
      1. Coordinates travel arrangements.
      2. Prepares presentations and reports.
      3. Prepares correspondence, agendas, meeting minutes, etc.
      4. May maintain logs and databases.
      5. Assists with budgets and expense tracking; prepares and processes expense reports
      6. Schedules meetings, conference calls and appointments.
      7. Clerical duties such as phone coverage and screening, preparing outgoing correspondence and maintaining calendars and filing systems.
    4. Coordinates all-office and Practice Group education sessions, lunch and learns, practice group round tables and department meetings.
    5. Works closely with department leader to stay informed of multiple deadlines where additional help may be needed. Understands the importance of team-playing and offers services to assist others when needed.
    6. Assists new hires to the Practice Group/department so that they become familiar with administrative procedures, standards and guidelines. Willingly advises them of other resources within firm and may facilitate introductions when appropriate.
    7. Maintains ongoing communication with peers and works to maintain quality standards within departments through identification of problem processes, potential changes in work processes, participation in department meetings.
    8. Recognizes the importance of confidentiality when working with a variety of documents and conducts self in a professional manner
    9. Other duties or responsibilities as assigned.


    • Bachelor’s degree in business administration or related field preferred.
    • Minimum of 5 years admin experience, preferably in an Architecture or Engineering environment.
    • Proficiency in Microsoft Office products including Word, Excel, PowerPoint and Outlook; Newforma and Adobe preferred.
    • Proficiency with In-Design graphics software beneficial.
    • Excellent communications skills - both written and verbal.
    • Demonstrated ability to build relationships across an organization.


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