The Lead Executive Administrative Assistant serves as strategic administrative support to the firm Board President/Partner and Hospitality Practice Leader, providing high-level executive support for the practice while leading administrative coordination across the firm. This role requires a proactive, highly organized professional who can anticipate business needs, manage complex priorities, improve administrative processes, provide leadership to other administrative professionals and serve as a trusted liaison between executive leadership, project managers, clients, project teams, and internal stakeholders. The ideal candidate demonstrates exceptional judgment, professionalism, discretion, and the ability to independently manage competing priorities in a fast-paced design and project-based environment. Reports directly to the Firm President/Chairman of the Board and Resort-Hospitality Partner.

Qualifications:

• Bachelor’s degree is required.
• Six or more years of experience performing administrative functions.
• Experience in A/E/C firms preferred.
• Knowledge of administrative best-practices, effective communication skills, and exceptional interpersonal skills.
• Working knowledge of PC computers including applications such as AIA software, Adobe Creative Suite, Deltek, PowerPoint, MS Excel, Word, Office and Outlook required.

Essential Duties and Responsibilities:

Executive Leadership Support

• Serve as a trusted administrative partner to the Partner and Resort-Hospitality Practice leadership team.
• Lead of the Admin team, and responsible for being the liaison between the Admin team and leadership. 
• Provide proactive, senior-level executive support including calendar management, meeting coordination, travel planning, expense management, contract drafts, proposal drafts, and executive communications.
• Independently manage complex calendars, balancing internal priorities, client commitments, project deadlines, and leadership responsibilities.
• Anticipate needs, identify potential conflicts, and provide solutions before issues arise.
• Handle confidential information with the highest level of professionalism, discretion, and sound judgment.

Administrative Leadership & Operations

• Provide senior-level administrative support to Principals and their teams, including scheduling, correspondence, document preparation, presentations, research, filing, and meeting coordination.
• Prepare and edit contracts, letters, addenda, presentations, spreadsheets, and reports using Microsoft Office, PowerPoint, InDesign, Deltek Vision, and AIA contract software.
• Coordinate special projects and events, including client gifts, conferences, performance reviews, continuing education tracking, and Board and Practice Leadership meeting materials.
• Implement and maintain office procedures, provide backup front desk coverage as needed, and serve as a resourceful problem-solver for leadership.
• Coordinate continuing education requirements and licensing records in partnership with Operations.

Project & Contract Administration

• Provide poised and resourceful senior executive level administrative assistance to Partner and direct report Project Managers
• Provide support with scheduling meetings, travel and events, contract drafts, obtaining Partner signature (for the Principal and Principal’s team members).
• Provides administrative and clerical support including correspondence, typing, filing, and research.
• Practices good judgement, discretion, and confidentiality of sensitive information.
• Establish great working relationships with the Partner’s key stakeholders: The OZ Board, external clients, and direct reports and team. Create a high level of trust and confidence acting with the utmost professionalism and discretion over the phone, through written communication and in person to accomplish requests and achieve goals. 
• Creates intricate spreadsheets, word documents, and presentations (excel, InDesign and Power Point)
• Aid in drafting contracts (AIA software knowledge preferred but not required).
• Drafts proposals, letters and contracts for Principal to review.
• Act as troubleshooter and problem-solver for Partner/Resort Hospitality Practice Leader.
• Fills in at front desk for receptionist breaks (approx.1-2 hours per week).
• Oversees administrative team to ensure coverage of front desk, trainings required, vacation coordination and performance reviews. 
• Organizes special efforts when needed (Holiday client gifts, Conference’s chaired by Principal prep, scheduling performance reviews for Principal etc.)
• Implements offic