Administrative Assistant

If you enjoy being part of a team that solves complex challenges in a collaborative environment that celebrates each persons ideas experience and creativity this might be the opportunity for you. Flad is a national architectural firm with ten offices looking to hire an Administrative Assistant to work in our Madison WI office. This role will be responsible for a wide range of administrative functions supporting project teams including reports correspondence contracts and meetings. Flad is a team of creative intelligent energetic people who help our clients tackle the issues that change peoples lives.

• Execute and/or coordinate report production including information gathering processing reproduction of materials proofing and distribution.
• Edit and/or create written correspondence adhering to Flad standards. Process interoffice memos letters transmittals labels contracts forms BODs Concept Reports meeting notes etc. from verbal communication email handwritten notes dictation or transcription.
• Assist project teams in preparing PowerPoint presentations for client consultant and internal meetings.
• Support Project Managers with project start-up procedures. Assist Principals and Project Managers in communicating project information to teams including project schedules milestones meetings deadlines etc.
• Provide support with marketing proposal production and proposal letters which may include gathering information processing formatting proofing etc.
• Assist in the preparation of contracts with clients and subconsultants.
• Coordinate internal and external meetings including agenda and presentation support organizing attendees ordering food arranging space setting up equipment and cleaning up. May include arranging conference and Teams calls.

Experience:

• Minimum two years of relevant experience required.
• Ability to effectively work with team members and manage multiple demands.
• Strong attention to detail with analytical technical and organizational skills.
• Effective written and verbal communication skills required.
• Availability during Flads business hours of 8:00 a.m. to 5:00 p.m. is required. Must be able to work in the Madison office Tuesday through Thursday each week.

Education:

• An associate degree from an Administrative Assistant program is preferred.

Software Skills:

• Proficiency in Microsoft Office 365 (Word Excel and PowerPoint) required.
• Working knowledge of Adobe InDesign required.

Flad offers a wide range of benefits including:

• Health dental and vision insurance
• Generous paid time off and paid holidays
• Financial health and wellness benefits - retirement savings plan; fiduciary advisor; identity theft plan; Section 125 flexible benefits; income protection life insurance short-term disability long-term disability; Employee Assistance Program (EAP)
• Continuing education and career development internal programs; funds set aside for external programs annual professional registration and organization reimbursement
• Hybrid work environment

Flad Architects is an Equal Employment Opportunity employer. Flad will provide equal employment opportunities to all qualified applicants without regard to race color religion sex sexual orientation gender identity national origin age protected veteran or disabled status or genetic information.

If you need a reasonable accommodation to apply for a position please contact Human Resources at or email us at