GGN is an internationally recognized and multi-award-winning landscape architecture firm based in Seattle, with a studio in Washington DC. Our project work is regional, national, and international and includes projects like the National Museum of African American History and Culture in Washington, DC, Hemisfair in San Antonio, the Lurie Garden in Chicago, and US embassies throughout the globe. Our firm's 35 employees have backgrounds in landscape architecture, architecture, art, engineering, ecology, and administration.
GGN is seeking an Administrative Coordinator to join our fast-paced, highly collaborative Seattle design studio. The successful candidate will show accountability in prioritizing and completing both fast turn-around and ongoing projects through excellent time management and proactive planning. They will consistently represent GGN’s values in all communications. An ability to understand the big vision/project goal while tracking multiple details is key.
SUMMARY: The Administrative Coordinator is focused on the support of Designated Leadership and is a general go-to person, assisting with scheduling, travel, and other administrative needs as they arise.
ESSENTIAL DUTIES AND RESPONSIBILITIES include:
o Designated Leadership Support
· Efficiently manages multiple calendars: schedules meetings, agendas, and appointments; responds to internal and external scheduling requests; prioritizes and resolves conflicts as necessary.
· Assists with email, expenses, and timesheets.
· Arranges travel plans and itineraries, including flights, accommodations, and transportation.
· Drafts, reviews, edits, and proofreads documents as required. Ensures accuracy and adherence to company standards.
· Supports activities, lectures, and presentations.
· Administrates professional licenses and continuing education.
· Assists with special projects and initiatives.
· Handles sensitive information with the utmost discretion and maintains confidentiality at all times.
o General Office Support
· Opens the office daily, ensuring shared rooms and computers are meeting-ready.
· Coordinates time away with other Administration Team (A-Team) members so that office needs are always met.
· Supports the Marketing Team by researching business documents, completing applications, and maintaining records as needed.
· Supports the Office Manager, from time to time, to ensure that staff and studio needs are covered, including reception, catering and guest services, printing, and basic technical issues.
· Occasionally arranges office and project-related travel for staff and consultants.
· Works with Human Resources to provide employee on and off-boarding support and coordination.
Benefits include:
401k with matching; Paid Time Off; Paid holidays
100% Employer-paid health, vision, and dental insurance
Employer-paid local metro card
Dog-friendly studio
Firm events such as hikes, picnics, and volunteer days
EDUCATION and EXPERIENCE
Minimum of 3 years of office administration experience or equivalent
CERTIFICATIONS AND LICENSES
None is required; a Certified Design Firm Administrator (CDFA) is encouraged
REQUIRED KNOWLEDGE, SKILLS, ABILITIES
Highly organized and detail-oriented. Able to read, write, and edit text without recourse to a computer spelling or grammar checker. Highly proficient with Microsoft Office Suite, especially Outlook. Able to manage the unique needs of leadership to make their work and the office run smoothly. Must be able to work autonomously, respond quickly, and take initiative, often outside traditional office hours. Able to start and troubleshoot video conferencing applications and facilitate meetings for staff and clients. Experience with solving fundamental office technical issues or a desire to learn. Outstanding organizational and time management skills. Discretion and confidentiality. Strong teamwork and collaboration. Ability to quickly develop knowledge of GGN’s internal processes and priorities. Ability to represent the company as a brand ambassador in conversations with potential clients, collaborators, and industry colleagues.
