Administrative Assistant
CurrentOrganized and sent out invites for office events, AIA presentations, and product demonstrations.Managed the PDX AIA calendar, coordinating with Principals and vendors to schedule AIA presentations.Prepared and processed expense reports for Partners and Principals, ensuring accuracy and adherence to company policies.Maintained communication with vendors and suppliers, managing relationships and scheduling services.Oversaw the firm's Trade Discount program across multiple locations.Opened and closed gates as required for operational purposes.Arranged and replenished office snacks and maintained coffee machines.Handled maintenance and ergonomic requests promptly.Welcomed and checked in guests, ensuring a positive first impression.Overlooked security protocols, including sign-in/out procedures, vendor/visitor badges, and tracking documents.Assisted with Return to Office (RTO) processes, including unpacking, logistical coordination, furniture moving, and general organization.Procured office supplies and managed the firm's UPS/FedEx account for shipping needs.Set up and prepared meeting rooms, arranging furniture, equipment, and catering services as needed.Managed calendars and schedules for conference rooms, executive meetings, and appointments.Coordinated AIA Health, Safety, and Welfare (HSW) compliance activities.Uploaded AIA credits for members through site tours, lunch and learn events, and other courses.Received and managed incoming packages efficiently.Addressed one-off office-related duties as required.Maintained and followed strict Department of Defense security protocols, developing a tracking system to ensure accurate office occupancy records, and collaborated with the Facility Security Officer (FSO) to manage these protocols effectively
