Administrative Assistant – Sacramento, CA Office

HGA, an award‑winning interdisciplinary design firm, is seeking a full‑time Administrative Assistant to join our Sacramento office. This role serves as the first point of contact at our reception desk, creating a warm and professional experience for visitors and callers while supporting senior leadership and project teams while helping maintain a smooth, professional, and positive office environment.

What we are looking for:

• Strong time‑management and organizational skills.
• Exceptional attention to detail and follow‑through.
• A positive, service‑oriented mindset.
• Ability to juggle priorities and support multiple team members.
• Professional communication skills and a welcoming presence.
• Genuine enthusiasm for helping colleagues and clients.

Who we are:

At HGA, we believe that diverse perspectives spark creativity and innovation. Your curiosity, tenacity, and unique insights will make an impact every day—on your colleagues, on our clients, and on the communities who experience the spaces we design.

In this role you will:

• Answer incoming multi-line telephone calls in a professional manner, determine purpose of call, and forward calls to appropriate personnel or department.
• Answer questions about firm and provide callers with address, directions, and other information.
• Greet guests in a professional, friendly, hospitable manner, determine nature of business and announce visitors to appropriate personnel.
• Ensure visitor area is always warm and welcoming.
• Support the onboarding process for all new employees, including scheduling meetings and preparing materials at the direction of the HR Manager and Administrative Services Manager.
• Assist managers with annual performance appraisal process.
• Coordinate and facilitate internal and external office events, including catering food/drinks, set up and break down.
• Schedule travel and coordinate registration.
• Assist with calendaring/scheduling office meetings, project and/or client meetings and lunch and learns.
• Assist with presentations including all-hands, in-office digital signage, and meeting PowerPoints.
• Various other projects and duties as assigned.
• Perform a variety of administrative duties in support of group leaders and departments:
  • Edit, format, and distribute memos, agendas, meeting minutes, reports, letters, and other documents, when necessary, as required.
  • Perform other clerical duties as needed, such as filing, photocopying, data entry, proofreading, and routing documents.
  • Prepare presentations.
  • Prepare and process expense reports.
  • Maintain logs and databases.
• Assist with office services:
  • Inventory/ordering office supplies, kitchen supplies, grocery items 
  • Printer maintenance/support coordination
  • Equipment check-out
  • Mail and package receiving/shipping.
  • Maintaining common areas (Basic cleaning of kitchen and conference rooms)
  • Building maintenance coordination
  • Parking for guests and updating Teams posts related to parking.

Additional expectations:

• Thrive in a fast‑paced, team‑oriented environment with diverse personalities and work styles.
• Communicate effectively with staff at all levels and external partners.
• Learn and use specialized software programs as needed.
• Maintain composure under pressure while managing multiple tasks and interruptions.
• Follow instructions accurately, organize details effectively, and complete assignments on time.
• Read, write, and interpret instructions, correspondence, reports, safety information, and procedural materials.
• Demonstrate strong written and verbal communication skills with proper grammar and punctuation.
• Handle confidential and sensitive information with discretion.

You will need to have:

• Associates degree (A. A.) or equivalent from two-year college or technical school preferred; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• 3-5 years prior receptionist/administrative assistant experience preferred.
• Must have a working knowledge of Microsoft Office, which includes Microsoft Word, Excel, PowerPoint, and Outlook.
• Knowledge of administrative and clerical procedures, along with strong customer service principles.
• Experience with Adobe Suite (Acrobat Pro, InDesign, Photoshop, Illustrator) preferred.
• Ability to type 50 wpm.

Salary Information:

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary Range: $24.04 - $27.36/hr.

Additional Information:

At HGA, you’ll do the best work of your career. We design with impact by diving deep into the people and passions that shape every place. Empathy fuels us, curiosity drives us, and meaningful work leads to innovation. We celebrate individuality, embrace flexibility, and thrive together in the office three days a week.

Join our nationally recognized, award-winning team of architects, engineers, and interior designers — help us shape what’s next.

Learn more about us here.

Application Requirements & Instructions
Please submit resume for consideration.