Deadline: 18.01.2023

Administrative Assistant/

United States

ZGF is seeking an Administrative Assistant to join a dynamic team of administrative professionals in our Washington, D.C. office. We are seeking a driven individual with a proven service background, who is meticulous, a reliable administrative team member and office ambassador possessing excellent communication skills.

As an Administrative Assistant, you will….

  • Receive all incoming phone calls, taking thorough messages and/or passing messages to the appropriate staff or team member for handling
  • Be responsible for all front desk operations including greeting office visitors, directing them to the meeting room location or applicable staff member
  • Be responsible for maintaining public spaces to include reception area, kitchen, conference rooms, copy rooms and inventory closets throughout the office
  • Be responsible for receipt and distribution of email, daily incoming mail and packages using excellent judgement in determining priority and urgency of information
  • Be responsible for meetings preparation to include coordination of in-house catering for meetings, room set up and break down, where possible
  • Be responsible for reprographics orders and outgoing shipments via UPS, FedEx and other vendors
  • Be responsible for ordering all office supplies
  • Coordinate travel arrangements (domestic and international) per ZGF travel policy to include flights, hotel, trains, car service and travel visas where applicable
  • Be responsible for the proofing, editing, printing and distribution of correspondence; responsible for drafting meeting notes, reports, and presentation materials, as requested
  • Must be capable of working collaboratively (and as back-up) with other administrative colleagues. Perform basic project administration and executive assistance tasks as needed
  • Must be capable of working independently with a high level of attention to detail


  • Minimum of a Bachelor’s Degree preferred
  • Experience within the A/C/E industry a plus
  • Proficiency in Microsoft Office Suite required
  • Proficiency in Adobe Suite preferred; experience in Bluebeam and Deltek Vision a plus
  • Excellent organizational skills and attention to detail required
  • Excellent interpersonal skills: demonstrated ability to communicate and interact effectively with all levels of personnel
  • Ability to balance competing deadlines and priorities effectively and efficiently
  • High level of discretion and ability to maintain confidentiality
  • A collaborative and team-oriented disposition

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