Administrative Assistant Job Listing at HOK in Atlanta, GA (Job ID 1286)

Description

The Office Administrative Assistant plays a central role in shaping the day-to-day experience of our Atlanta studio.  This position blends hospitality, organization, and a service mindset to ensure the office operates smoothly, supports staff needs, and remains an inviting, well-functioning environment.  From managing catered events to communicating updates and supporting occasional project admin, this role is both operational and cultural - focused on helping our team do their best work together.

 RESPONSIBILITIES:

• Office Hospitality & Culture

  • Lead planning and coordination for internal events, such as weekly staff gatherings, catered meetings, birthdays, holiday celebrations, and occasional client-facing events.
  • Maintain a welcoming, professional environment across all shared spaces, with special attention to the office pantry, meeting areas, and guest entry.
  • Assist with ordering and setting up office lunches, beverages, and supplies for studio functions.
  • Monitor office needs, encourage shared responsibility for cleanliness, and communicate studio standards of care to staff. 

  Internal Communication & Coordination

  • Act as a friendly point of contact for all studio staff, supporting a connected and informed office culture.
  • Send proactive messages (via email or Teams) to communicate event logistics, reminders, and office updates.
  • Reinforce procedural updates and hospitality practices at weekly staff meetings when needed.

  Administrative Support

  • Serve as a day-to-day resource for office operations, including:
  • Receiving and greeting guests (in lieu of a formal receptionist).
  • Scheduling meetings and assisting with calendar coordination.
  • Coordinating with office leadership, vendors, and IT as needed for minor equipment repairs or pantry-related issues.
  • Supporting travel bookings and expense reports for key staff.
  • Assisting project managers with occasional data entry or workflow tracking in tools like Smartsheet or Deltek (no prior experience required).

  Office Presence & Flexibility

  • Maintain a strong in-office presence Tuesday through Thursday to support studio activity.
  • Perform remote tasks such as expense processing or scheduling on Mondays and Fridays, with occasional in-office presence on those days for events or repairs such as studio tours.

EDUCATION & EXPERIENCE:

• 2+ years in a professional services, hospitality, or administrative support role.
• Prior experience in a design or architecture firm is a plus.
• Strong interpersonal skills and a welcoming, can-do attitude.
• Excellent organizational, time management, and communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with tools like Smartsheet or Deltek is a plus, but not required.
• Comfortable managing multiple tasks and coordinating with various teams.

OTHER DETAILS

• Local travel within the Atlanta metro area may occasionally be required (e.g. picking up supplies).
• Some lifting or setup for events (e.g. catering, restocking) is occasionally part of the role.
• Overtime is rarely required but may occasionally occur during major events or deadlines.

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