HFG Architecture is hiring: Administrative Assistant in Wichita

Overview

The Administrative Assistant supports the daily operations of HFG Architecture by providing administrative, clerical, and organizational assistance to staff, leadership, and project teams. This role ensures smooth office operations, efficient communication, and accurate documentation, allowing architects, designers, and project managers to focus on delivering high-quality design services to clients.

Key Responsibilities

Responsibilities

• Office & Administrative Support: Manage phone calls, emails, mail, and general correspondence.
• Greet clients, consultants, and visitors, maintaining a professional first impression.
• Schedule and coordinate meetings, conference calls, and travel arrangements.
• Maintain office supplies, equipment, and vendor relationships.

Project & Contract Support

• Assist project managers with document preparation, printing, and distribution.
• Help maintain project files, drawing sets, and digital archives.
• Track project deadlines, submittals, and meeting notes as needed.
• Support coordination of project presentations, proposals, and reports.
• Coordinate and process contract documents between the firm, clients, and consultants.

Firm Operations

• Assist HR and leadership with onboarding, timekeeping, and employee communications.
• Help process invoices, expense reports, and timesheets.
• Maintain calendars for leadership and project deadlines.
• Support marketing and business development by formatting proposals, updating client contact lists, and assisting with event coordination.
• Handle transportation logistics and prepare detailed expense reports for top executives.
• Plan and organize social events for the Wichita office as well as firmwide gatherings to support employee engagement and culture.

Qualifications

• Proven experience as an administrative assistant, preferably in professional services or design/architecture environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); Adobe Creative Suite and Deltek/Vision or similar project management software a plus.
• Strong organizational and multitasking skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Desired Attributes

• Professional, approachable, and client-focused demeanor.
• Interest in architecture, design, or construction industry preferred.
• Adaptable and resourceful problem-solver.

Job Type & Benefits

• Job Type: Full-time
• 401(k)
• 401(k) matching
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Location: Wichita, Kansas Metropolitan Area

Salary: $72,000.00 - $102,000.00

Additional information about referrals or related roles has been removed to focus on the current opportunity.