Administrative Coordinator

HGA is an award winning Architectural, Engineering and Planning firm with a full-time opportunity for an Administrative Coordinator to join our Milwaukee office in our Healthcare Practice Group and Design Insight Group (DIG). This role supports Principals and project team members in the Architectural Practice Groups and requires a passion for providing exceptional service to internal and external customers. The ideal candidate will excel at time management, have an exemplary attention to detail, follow-through and workload prioritization, while anticipating the needs of others and maintaining a positive attitude.

HGA is both team-oriented and employee-friendly, and social activities are integrated into our office culture. We offer challenge, recognition and personal visibility with an opportunity to be part of some great projects.

At HGA we work to foster an environment where diversity of thought, background and experience creates new energy. Through your curiosity, tenacity, creativity, and unique insights you can make an impact every day. That impact is felt by your colleagues, by our clients, and by those who inhabit the spaces we create.

Maintain daily communication with team leaders to determine assignments, priorities, and seeks clarification, as necessary.
1. Partner with and provide direct support to the Healthcare and DIG Leadership (calendar management, correspondence, staffing, department meetings, annual staff reviews, etc.)
2. Partner with and provide direct support to the Regional Healthcare Business Developer (scheduling events, meetings, calendar management, etc.)
3. Manage coordination of Healthcare Conferences including:
• Coordinate travel arrangements
• Order / compile client gratis items and gifts
• Large-scale event registration and coordination
• Calendar management
4. Perform a variety of administrative duties in support of a department, project team, or group leaders:
• Coordinate travel arrangements
• Prepare presentations and reports
• Prepare correspondence, agendas, meeting minutes, etc.
• May maintain logs and databases
• Assists with budgets and expense tracking; prepares and processes expense reports
• Schedules meetings, conference calls and appointments
5. Work closely with Healthcare and DIG leaders to stay informed of multiple deadlines where additional help may be needed. Understands the importance of team-playing and offers services to assist others.
6. Assist new hires to the Healthcare and DIG groups so that they become familiar with administrative procedures, standards and guidelines. Willingly advises them of other resources within the firm and may facilitate introductions when appropriate.
7. Maintain ongoing communication with peers and works to maintain quality standards within departments through identification of problem processes, potential changes in work processes and participation in department meetings.
8. Recognize 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.

• A Bachelor's degree in Business Administration or related field preferred.
• Minimum of 5 years administrative experience, preferably in an Architecture or Engineering environment.
• Proficiency in Microsoft Office products including Word, Excel, PowerPoint and Outlook; Adobe and InDesign preferred.
• Strong calendar management / scheduling skills.
• Excellent communications skills, both written and verbal.
• Demonstrated ability to build relationships across an organization.
• Analytical, problem solving skills to identify and implement solutions to issues.
• Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations.

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.

HGA is a place where you can do your best work. We believe that enduring, impactful design results from deep insight into the people and passions that animate each unique environment. We value empathy, are fueled by curiosity, and embrace the hard work that leads to innovation. Equally important is our commitment to creating a culture of inclusivity and diversity where we encourage your originality, respect the need for flexibility and work-life balance, and empower your desired career growth. HGA is a national award-winning interdisciplinary design firm rooted in architecture and engineering. Learn more about us here.

Equity

Equity is a living, breathing part of who we are and what we do at HGA. Our goal is to ensure that every employee brings their authentic self to work, feels a sense of belonging and works collaboratively to support each other.

Sustainability

We are committed to meeting our clients' sustainability goals as well as challenging our industry. We aim to develop the expertise and research to push beyond net zero energy to net positive energy; from a neutral effect on health, safety, and resources to a positive one. As the need and desire for sustainability environments grow, so does the focus on high-performance buildings with sound data that we can share back with clients and our design teams.

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Location: Milwaukee, WI