Administrative Assistant

Role Overview

Ware Malcomb is looking for an Administrative Assistant to join its New York office and help keep the workplace running smoothly in a collaborative, team-focused setting. In this position, you will work closely with Office Leaders and other team members to support everyday office operations, coordinate meetings and events, assist with client-facing and business development activities, and contribute to a professional, organized, and welcoming office experience for employees, visitors, clients, and partners.

This is an on-site role based in New York, with a schedule of Monday through Friday, 8:00 AM to 5:00 PM.

Key Duties

• Keep shared office areas, including conference rooms and resource spaces, neat, professional, and ready for use.
• Work with Office Leaders and staff to support daily administrative and operational needs.
• Track office inventory and restock supplies as needed.
• Handle conference room bookings and coordinate room setup, equipment, and meeting requirements.
• Plan and support internal and external meetings and events, including scheduling, logistics, catering, and audio-visual arrangements.
• Receive, sort, and send mail, packages, and courier shipments such as FedEx while keeping distribution organized and timely.
• Act as a contact for building management, security personnel, and outside vendors.
• Assist business development efforts by researching markets and gathering information about target companies, industry contacts, and emerging practice areas.
• Support proposal, presentation, and marketing preparation, including light editing of qualification materials and help with communications initiatives.
• Complete administrative work such as data entry, document formatting, filing, and updating internal systems.
• Keep CRM records current in HubSpot and help with reporting tasks.
• Support project administration tasks such as opening project numbers, creating reports in Deltek Vantagepoint, and maintaining records in Newforma.

Qualifications

The ideal candidate will bring at least 3 years of experience in administrative support and/or business development, preferably in architecture, engineering, or another professional services environment. Strong computer literacy, excellent communication skills, and the ability to juggle competing priorities in a fast-paced setting are essential. The role also calls for a polished, courteous presence when dealing with colleagues, clients, and visitors, along with a highly organized, dependable, and proactive work style.

Tools and Systems

Daily work may involve Microsoft Office, Adobe Creative Suite applications such as InDesign and Photoshop, CRM tools like HubSpot, Deltek Vantagepoint, and Newforma.

Compensation and Employment Details

This is a full-time, long-term position. The compensation range is $25 to $30 per hour, plus benefits. Final pay will depend on factors such as education, qualifications, experience, licensing, project specialty or complexity, and work location. Ware Malcomb may offer compensation above the stated range for candidates who exceed the listed requirements. Some roles at the company are eligible for bonuses.

About the Company

Founded in 1972, Ware Malcomb is a commercial real estate design firm offering architecture, interior design, civil engineering, branding, building measurement, structural engineering, and MEP engineering services worldwide. The firm works across office, industrial, science and technology, healthcare, multifamily, retail, hospitality, and public/institutional projects, and is recognized among leading architecture and engineering firms in industry rankings.