Administrative Assistant

HOK Office Administrative Assistant

The Office Administrative Assistant plays a central role in shaping the day-to-day experience of our Atlanta studio. This position blends hospitality, organization, and a service mindset to ensure the office operates smoothly, supports staff needs, and remains an inviting, well-functioning environment. From managing catered events to communicating updates and supporting occasional project admin, this role is both operational and cultural - focused on helping our team do their best work together.

Responsibilities

Office Hospitality & Culture

• Lead planning and coordination for internal events, such as weekly staff gatherings, catered meetings, birthdays, holiday celebrations, and occasional client-facing events.
• Maintain a welcoming, professional environment across all shared spaces, with special attention to the office pantry, meeting areas, and guest entry.
• Assist with ordering and setting up office lunches, beverages, and supplies for studio functions.
• Monitor office needs, encourage shared responsibility for cleanliness, and communicate studio standards of care to staff.

Internal Communication & Coordination

• Act as a friendly point of contact for all studio staff, supporting a connected and informed office culture.
• Send proactive messages (via email or Teams) to communicate event logistics, reminders, and office updates.
• Reinforce procedural updates and hospitality practices at weekly staff meetings when needed.

Administrative Support

• Serve as a day-to-day resource for office operations, including:
• Receiving and greeting guests (in lieu of a formal receptionist).
• Scheduling meetings and assisting with calendar coordination.
• Coordinating with office leadership, vendors, and IT as needed for minor equipment repairs or pantry-related issues.
• Supporting travel bookings and expense reports for key staff.
• Assisting project managers with occasional data entry or workflow tracking in tools like Smartsheet or Deltek (no prior experience required).

Office Presence & Flexibility

• Maintain a strong in-office presence Tuesday through Thursday to support studio activity.
• Perform remote tasks such as expense processing or scheduling on Mondays and Fridays, with occasional in-office presence on those days for events or repairs such as studio tours.

Education & Experience

• 2+ years in a professional services, hospitality, or administrative support role.
• Prior experience in a design or architecture firm is a plus.
• Strong interpersonal skills and a welcoming, can-do attitude.
• Excellent organizational, time management, and communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with tools like Smartsheet or Deltek is a plus, but not required.
• Comfortable managing multiple tasks and coordinating with various teams.

Other Details

• Local travel within the Atlanta metro area may occasionally be required (e.g. picking up supplies).
• Some lifting or setup for events (e.g. catering, restocking) is occasionally part of the role.
• Overtime is rarely required but may occasionally occur during major events or deadlines.