About the Firm Our client is a distinguished, award-winning firm in West Palm Beach in the AEC (Architectural, Engineering, Construction.) space. With a reputation built on over two decades of excellence, they are known for transforming complex site challenges into breathtaking, sustainable environments. Their portfolio ranges from high-end residential estates to iconic commercial developments and public spaces. Joining this team means working alongside visionary designers and planners in a fast-paced, collaborative environment where every project shapes the aesthetic and functional future of South Florida. Key Responsibilities 1. Executive Support & Office Operations

• Provide comprehensive administrative support to the Principal, including calendar management, travel arrangements, and meeting preparation.
• Serve as the first point of contact for clients, consultants, and municipal officials, representing the firm with professionalism and warmth.
• Oversee daily office logistics, supplies, and vendor relationships to ensure a seamless work environment.

2. Financial Administration (Invoicing & Billing)

• Manage the full cycle of client invoicing, ensuring accuracy in project hours and reimbursable expenses using QuickBooks.
• Monitor accounts receivable and follow up on outstanding payments with a focus on maintaining positive client relationships.
• Collaborate with the design team to track project budgets and billing milestones.

3. Information & File Management

• Maintain and optimize the firm?s digital and physical filing systems, ensuring all project documentation, permits, and plans are easily accessible.
• Organize and archive project data in accordance with architectural industry standards and compliance requirements.

Qualifications & Skills

• Experience: 3+ years in a senior administrative or EA role, preferably within the AEC (Architecture, Engineering, or Construction) industry.
• Technical Savvy: Advanced proficiency in Microsoft Office 365. Experience with billing/accounting software (e.g., QuickBooks, Deltek, or Bill.com) and project management platforms is highly preferred.
• Fast-Paced Fluency: Proven ability to pivot between tasks quickly without losing accuracy in a high-pressure environment.
• Financial Literacy: strong understanding of invoicing processes, expense tracking, and basic bookkeeping.
• Communication: Exceptional written and verbal communication skills; ability to interface with high-net-worth clients and city officials.

salary: $80,000 - $85,000 per year
shift: First
work hours: 8 AM - 4 PM
education: No Degree Required

Responsibilities

• Serve as a trusted point of contact for leadership, clients, consultants, and partners
  
  
• Manage complex calendars, meetings, travel, and correspondence with care and accuracy
  
  
• Prepare presentations, proposals, and client-facing materials with a high attention to detail
  
  
• Coordinate internal workflows and assist with project-related administrative needs
  
  
• Handle sensitive information with discretion and sound judgment
  
  
• Support office operations to maintain an organized, polished, and welcoming environment
  
  

SkillsExecutiveScheduling AppointmentsOrganizationMaintaining CalendarsSchedulingMicrosoft OfficeCreating Presentations
QualificationsYears of experience: 5 yearsExperience level: Experienced