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Posted 3h ago

Executive Assistant

@ HLB Lighting Design
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Boston, Massachusetts, United States
$75k-$79k/yrOnsiteFull Time
Responsibilities:supporting leadership, coordinating events, managing calendar
Requirements Summary:3+ years administrative experience preferred; proficiency in Microsoft Office; strong written/oral communication, organization, time management, and problem-solving skills; ability to prioritize and work independently.
Technical Tools Mentioned:Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Deltek Vantagepoint, Adobe InDesign, Adobe Photoshop, Adobe Acrobat
Job Description

Description

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We strive to infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

 

We look for individuals who are inspired by our values, seek to learn and in turn teach others, respect, value, and promote the integrity of our work, care about the impact we make in people's lives, and are responsive to our ever-changing world. 

 

The Executive Assistant will support the Boston studio and CEO of HLB Lighting Design. This position will report to the CEO/local Senior Principal.  This is a full-time, hands-on position for a detail-oriented, energetic, and self-motivated individual who works well in a team and individually. Candidate must have excellent written and oral communication, be able to work in a fast-paced deadline-driven atmosphere and have exceptional time management and organizational skills. Proficiency in Microsoft Office is required. Previous experience using Deltek Vantagepoint Client Relationship Management (CRM) software, Adobe InDesign or Adobe Photoshop to support an office is desirable.

 

  • Serve as a friendly, welcoming ambassador to HLB Lighting Design
  • Coordinate and oversee daily activities within the Boston studio, helping leadership by encouraging participation
  • Manage and/or assist with the CEO/Local Principal’s calendar appointments, expense reports, timesheets, trip coordination, correspondence, and any other administrative support needed
  • Ensure office is clean and organized
  • Welcome visitors and provide assistance as needed with building/suite access
  • Answer telephones and direct callers to appropriate individuals
  • Respond to and/or redirect forwarded out-of-office email outreach
  • Receive, sort, and distribute incoming mail and packages / prepare outgoing mail and packages
  • Order and stock all office supplies and snacks
  • Organize and coordinate vendor presentations and office lunches
  • Coordinate special events, team building, and office celebrations
  • Support studio marketing campaigns (RSVPs to industry events, holiday gift packing and shipping)
  • Support Marketing with coordinating studio headshot photography
  • Support the CEO and C-Suite’s planning of leadership summits and strategic meetings, including research, reservations and coordination
  • Coordinate with IT and printing vendor to monitor and maintain office equipment
  • For new employees, set up new workstations and coordinate onboarding schedules
  • Track and manage the studio’s iPads and light meters, including shipping to remote teammates
  • Support Boston leadership with mock up room organization and sample tracking
  • Coordinate general office maintenance and repair, and communications with building operations
  • Support Boston leadership with managing the annual budget for team building, office maintenance and supplies
  • Assist with special/ad hoc projects as needed

Requirements

Education

Associate or Bachelor’s Degree or equivalent years’ experience with 3 - 5 years’ experience preferred.

 

Skill Set

  • Excellent organizational and problem-solving skills
  • Excellent written and oral communication skills
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Working knowledge of Adobe Suite (including Acrobat, Photoshop and InDesign) and Deltek Vantagepoint (on the job training will be provided but prior experience is a plus)
  • Ability to prioritize / time management skills
  • Self-motivated and self-directed
  • Ability to work independently and as a member of various teams / committees
  • Flexibility and a willingness to work with constantly changing priorities
  • Attention to detail and high level of accuracy
  • Professional, dependable, and team player

 

 

 

Compensation

$74,500 - $79,000

 

The final agreed upon compensation is based on cost of living, individual education, qualifications, and experience.

 

Benefit Clause: Includes but not limited to Medical, Dental & Vision plans, flexible spending account, 401(k) plans, life & AD&D insurance, short/long term disability plans, holidays, and paid time off.

 

Summary

About HLB

Horton Lees Brogden Lighting Design is an internationally recognized design firm focused on architectural lighting, including electric lighting and daylighting, for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project. We thrive with intriguing projects that engage us conceptually and challenge us technically. We seek to enhance our clients' experiences and create a legacy of design that respects its environment and promotes a better future. Our services are customized to provide the best lighted environments to meet our clients' needs.

 

HLB is a collaborative firm that values flexibility and work/life balance filled with dynamic people whose enthusiasm for what we do infuses both our professional and personal lives. We are driven by an experienced team that is rewarded for its originality, commitment, and leadership. Our principals are engaged in every project from concept to commissioning to ensure the clients' needs are realized at every step. Our design and technical experts hail from many parts of the world and form the basis for HLB's proven ability to produce outstanding, award-winning designs.

 

As designers, we promote a positive vision of the future, based upon the belief that many of the environmental problems we face are design challenges. We believe a successful project starts with a collaborative mind-set in support of a common goal: to achieve energy-effective, high-quality environments for owners through intelligent lighting design, design that holistically integrates daylight with supplemental light and controls. Our designers work closely with owners and architectural teams to optimize the integration and control of natural and electric lighting for energy-effective designs of the highest excellence.

 

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed (which includes religious dress and grooming practices), color, citizenship, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, familial and marital status, sex (which includes pregnancy, childbirth, breastfeeding, and related conditions), gender, gender identity, gender expression, age, sexual orientation, military or veteran status, domestic victim status, caregiver status, or any other consideration made unlawful by federal, state or local laws, ordinances, or regulations.  Horton Lees Brogden Lighting Design takes affirmative action in support of its policy to and advance in employment individuals who are protected veterans and individuals with disabilities.