Administrative Assistant

MMA is a full-service Architectural, Planning, and Design firm specializing in Retail, Hospitality, Mixed-Use, Housing, and Urban Rehabilitation projects. Our firm was founded on the premise that we would provide innovative design solutions and superior client service on every project. It is our goal to both reflect and enhance our clients’ business objectives by providing quality design services that result in great value.

Job Overview:

We are looking for a friendly, organized, and proactive admin assistant to be the face and heartbeat of our architectural office. This position ensures the smooth day-to-day operations of the firm while creating a welcoming environment for clients, consultants, and team members.

Key Responsibilities: 

• Greet visitors, clients, and vendors with a professional and warm demeanor
• Answer and direct incoming calls and emails to the appropriate team members
• Manage mail, deliveries, and courier services
• Maintain a clean, organized, and inviting reception area
• Oversee office supply inventory and place orders as needed
• Coordinate office maintenance and liaise with building management
• Schedule meetings, manage calendars, and support project team logistics
• Assist with travel arrangements and event planning (e.g., team outings, client meetings)
• Support basic bookkeeping tasks (e.g., invoice tracking, expense reports)
• Help maintain digital and physical filing systems, including drawings and project documents
• Act as a point of contact for IT and office equipment troubleshooting

Qualifications:

• Previous experience in a receptionist role (experience in architecture, design, or a creative field is a plus)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office and Google Workspace
• A proactive, can-do attitude and the ability to work independently

Why Join Us?

You’ll be part of a collaborative, creative team in a dynamic design environment. We value initiative, good energy, and people who take pride in helping a workplace run smoothly and professionally.