McMillan Pazdan Smith Architecture
Description
The Practice Administrative Coordinator will support their assigned Practice Leader and team, providing high-level administrative support to the Practice Leader and practice team members. This role requires a proactive, organized professional adept at managing multiple responsibilities and adapting to the needs of a dynamic team. The role may include exposure to confidential, proprietary, and sensitive information of the Practice Area and the Firm, therefore, privacy and care of correspondence and information is essential. The position deals with a diverse set of internal and external contacts. Independent judgement is required to plan, prioritize, and organize multiple tasks and assignments simultaneously.
• Act as a high-level administrator to the Practice Leader in which this role support.
• Manage and coordinate calendars, schedule meetings, and prepare necessary materials for internal and external engagements.
• Draft, edit, and format correspondence, presentations, contracts, proposals, and reports on behalf of the Practice Leader.
• Organize and manage travel arrangements, including itineraries, accommodations, and reimbursements.
• Complete expense reports and similar administrative reporting.
• Screen, prioritize, and respond to incoming emails and phone calls on behalf of the Practice Leader.
• Conduct initial research and compile information for reports, projects, and presentations.
• Coordinate and maintain the Practice Leader's filing system, both digital and physical, ensuring confidentiality and easy access.
• Willingness to assist with front office support, when needed.
• In coordination with scheduling team, disseminate calendar appointments and weekly reminders to upcoming presenters
• Assemble firm-wide, Power Point agenda slides for presentation on a weekly basis to present each Monday.
• Coordinate with IT on any last-minute updates + changes to weekly, firm-wide presentation
• Travel as needed to assist the Practice Leader.
Practice Team Support
• Provide general administrative support to Practice Segment Leaders and team members, including Coordinate and assist in planning team meetings, workshops, and events, including handling logistics, catering, room setup, and similar functions.
• Assist in preparing and formatting documents, reports, and presentations.
• Organize, scan, and maintain files, records, and documents for the practice area, as requested.
• Prepare agendas, take notes, and distribute minutes for key team meetings.
• Support practice summer interns, ensuring they are well organized and properly staffed.
• Complete expense reports and similar administrative reporting.
• Regularly compile and update contact and client information.
• Assist with Practice marketing and business development efforts as needed, including the review and editing of proposals, brochures, and other collateral.
• Assist with AIA contract support, as needed, including marketing edits per notes given by Practice Leader and Project Manager, editing contracts to ensure MPS standards are met, finalizing contracts and adding/creating exhibits, and sending contracts to clients/consultants.
Practice Operations Support
• Support Practice Leaders in monitoring project timelines, deliverables, and deadlines.
• Assist in tracking budgets, invoicing, and expenses related to the K-12 practice.
• Maintain and update team and project calendars to keep team members informed of key dates and deadlines.
• Assist in creating and updating client-facing documents, including proposals, reports, and presentations.
• Support onboarding of new team members within the practice, coordinating access to systems, office orientation, and initial setup.
Studio Support
• Willingness to assist with studio front office supporting, including:
• Greet clients, guests, and team members professionally and warmly, ensuring a positive and welcoming atmosphere.
• Manage the studio phone system, directing calls to the appropriate team members and responding to general inquiries.
• Maintain the reception area, ensuring it is tidy, organized, and stocked with necessary materials.
• Coordinate incoming and outgoing mail and package deliveires, notifying team members of arrival s and ensuring timley distribution.
• Provide assistance to visitors by coordinating parking, suite access, and Wi-Fi set up.
• Maintain and update the team member and visitor log.
Firm-wide Support
• Coordinate and manage the Firm's weekly Monday10 presentations, including:
• In coordination with scheduling team, disseminate calendar appointments and weekly reminders to upcoming presenters.
• Assemble weekly Monday10 Power Point agenda slidea for presnetaoin on Monday morning.
• Coordinate with IT on any updates + changes to prior presentation.
Practice Design Engagement Support
• Manage and coordinate calendar, meetings, and prepare necessary materials for internal practice area and management team needs.
• Coordinate and assist in design award submittal management and research and development on various topics.
Requirements
• High School Diploma or GED Equivalent
• Five (5) + years related experience in a fast-paced professional environment
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with technology and scheduling tools
• Familiarity with Adobe Creative Suite software
• Strong organizational skills, with the ability to prioritize multiple tasks
• Excellent written and verbal communication skills
• Exceptional time management skills
• Strong attention to detail
• Ability to provide excellent customer service (internally and externally)
• Ability to work independently while also effectively collaborating within a team environment
• Demonstrated ability to handle sensitive information with confidentiality and discretion
• Demonstrated cultural awareness and sensitivity
Preferred Qualifications
• Bachelor's degree
• Familiarity with organizational governance and reporting
• Willingness to learn new technologies
• Experience with contracting software
• Previous experience supporting leadership in a professional services, architecture, or engineering firm
• Robust experience managing logistics and supporting event planning for industry events, workshops, or client meetings
• Knowledge of AIA related contracts and software
• Knowledge of data analytics, processes, visualization, and related support software
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to grasp objects; reach with hands and arms; balance, stop, kneel, or crouch; speak or listen. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
While performing the duties of this job, the employee is not exposed to hazardous working conditions. The noise level in the work environment is usually moderate.
This job description was created in March 2025 to reflect the current needs of the firm. As the organization evolves, the duties and responsibilities associated with this position may be adjusted to accommodate changes in the firm's growth, strategic priorities, or business needs. The percentage of responsibilities may also shift over time to align with these developments. The firm reserves the right to modify the role as necessary.
McMillan Pazdan Smith Architecture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation or gender identity), national origin, age (40 or older), disability or genetics. In addition to federal law requirements, McMillan Pazdan Smith Architecture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment. Applicants also have rights under the following Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) , Employee Polygraph Protection Act (EPPA) .
PDN-9e8b6671-d395-48a0-93b7-3cc309c73a6b Employment Type: Full-Time