Job Description

Founded in 2007, Ward Getz & Associates LLC (WGA) is a Texas based professional consulting firm that has steadily grown in a competitive market by consistently delivering exceptional quality and service. Our success is rooted in the belief that creative design drives successful projects and that strong collaborative relationships with municipalities, permitting authorities, and local and state agencies lead to tangible results throughout the development process. Our diverse project experience spans industrial, commercial, large mixed-use developments, hospitality, healthcare, education, municipal infrastructure, and both multifamily and single-family residential projects. From preliminary feasibility studies to full scale design, we are committed to providing value through innovative and cost-effective solutions tailored to each project's unique needs. With four established offices across Texas in Houston, The Woodlands, Austin, and San Antonio, and with remote team members located throughout the United States, WGA continues to expand its reach while maintaining a strong local presence.

Responsibilities

As an Administrative Assistant you will:

• Order and maintain stock of office supplies to ensure smooth operations.
• Manage conference room use and scheduling to facilitate meetings and events.
• Serve as the office liaison with the building management for various requests and maintenance issues.
• Coordinate lunch orders, delivery, and sign-in sheets for office events.
• Act as the liaison with external vendors for office equipment and supplies.
• Schedule team meetings and ensure all necessary resources are available.
• Coordinate with IT for office set-ups, conference room issues, and access card management.
• Manage office cleanliness by running and unloading the dishwasher and wiping down tables and counters.
• Answer and route phone calls and provide support for remote staff.
• Assist with desk set-up for new hires and maintain office organization and appearance.
• Manage practice leaders calendar and expense reports.
• Coordinate with external organizations and schedule deliveries and couriers.
• Route incoming checks and assist with other administrative tasks as needed.
• Plan and coordinate social events to foster team morale.
• Prepare reports and presentations as required for meetings and client interactions.
• Manage calendar invites for birthdays and anniversaries to foster team cohesion.
• Maintain trackers and spreadsheets for workload, hours, proposals, and project set-up.
• Coordinate L10 meetings for various departments, including preparing agendas and keeping teams up to date.
• Assist with Ajera project set-up and data management.
• Prepare billing summary packets and escrow spreadsheets for district meetings.
• Print, fold, and tab meeting report packets for distribution.
• Assist with pay estimate preparation overflow.
• Coordinate end-of-project Procore data dumps.
• Assist project managers with contract document preparation.
• Attend continuing education courses from various state agencies including but not limited to TxDOT, TDLR, etc.

Qualifications

• 2+ years experience of administrative support or executive assistance
• Proficient in Microsoft Office
• Excellent time management skills and ability to prioritize work
• Excellent organization skills, attention to detail, problem solving abilities
• Integrity and confidentiality
• Must be able to read, write, speak and understand the English language clearly both orally and in writing.
• Notary Public preferred (or ability to obtain once employed)

EEO STATEMENT

WGA, LLP is committed to providing equal opportunity to all qualified applicants and its employees. The Company strictly prohibits all discrimination on the basis of race, ancestry, color, age, national origin, ethnicity, religious creed or belief, physical or mental disability, marital or familial status, legally protected medical condition, genetic information, military or veteran status, sex, gender, sexual orientation, citizenship status, protected activity or any other status or classification protected by applicable federal, state, and/or local laws.

NOTICE TO THIRD PARTY AGENCIES: Please note that WGA, LLP does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, WGA, LLP will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, WGA, LLP explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of WGA, LLP.

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