Administrative Coordinator

Administrative Coordinator - Minneapolis, MN Office

HGA, an awardwinning interdisciplinary design firm, is looking for a fulltime Administrative Coordinator to join our Minneapolis office. In this role, you'll support our Mechanical, Electrical, and Civil engineering teams, along with our Lighting and Interior Design groups, working directly with a National Practice Group Leader, Principals, and project teams.

We're seeking someone who genuinely enjoys helping others and takes pride in delivering exceptional service. The right candidate will be organized, detaildriven, and skilled at balancing multiple priorities, all while staying one step ahead of team needs and bringing a positive, collaborative energy to the workplace.

Who we are:

At HGA, we believe that diverse perspectives spark creativity and innovation. Your curiosity, tenacity, and unique insights will make an impact every day-on your colleagues, on our clients, and on the communities who experience the spaces we design.

In this role you will:

Maintain daily communication with team leaders to determine assignments, priorities, and seek clarification, as necessary.
• Partner with and provide direct support to the Engineering and Lighting and Interior Design Leadership (calendar management, correspondence, staffing, department meetings, annual performance reviews, etc.)
• Manage coordination of conferences including:
  • Coordinate travel arrangements
  • Order / compile client gratis items and gifts
  • Large-scale event registration and coordination
  • Calendar management
• Perform a variety of administrative duties in support of a department, project team, or group leaders:
  • Coordinate travel arrangements
  • Prepare presentations and reports
  • Prepare correspondence, agendas, meeting minutes, etc.
  • May maintain logs and databases
  • Assist with budgets and expense tracking; prepare and process expense reports
  • Schedule meetings, conference calls and appointments
• Work closely with department leadership to stay informed of multiple deadlines where additional help may be needed. Understand the importance of team-playing and offer services to assist others.
• Assist new hires to the departments so they become familiar with administrative procedures, standards and guidelines. Willingly advise them of other resources within the firm and may facilitate introductions when appropriate.
• Maintain ongoing communication with peers and work to maintain quality standards within departments through identification of problem processes, potential changes in work processes, and participation in department meetings.
• Demonstrate ability to work under pressure while maintaining composure, effectively handling multiple tasks and frequent interruptions.
• Recognize the importance of confidentiality when working with a variety of documents and conduct self in a professional manner.
• Other duties or responsibilities as assigned.

You will need to have:

• Bachelor's degree in Business Administration or related field preferred.
• Minimum of 5 years administrative experience, preferably in an Architecture or Engineering environment.
• Proficiency in Microsoft Office products including Word, Excel, PowerPoint, and Outlook; Adobe and InDesign preferred.
• Strong calendar management / scheduling skills.
• Excellent communications skills, both written and verbal.
• Demonstrated ability to build relationships across an organization.
• Analytical, problem-solving skills to identify and implement solutions to issues.
• Personal characteristics of self-confidence, resourcefulness, flexibility, initiative, self-motivation, loyalty, willingness to assume responsibility for decisions and the ability to deal effectively with people in a variety of relationships and situations.

Salary Information:

The pay range listed aligns to the geography of the office for which this position is posted. Actual compensation will be based upon work experience, education, licensure requirements and/or skill level and will be finalized at the time of offer. Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA's robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs. Salary Range: $27.74 - $31.35/hr depending on qualifications and experience.

Additional Information:

At HGA, you'll do the best work of your career. We design with impact by diving deep into the people and passions that shape every place. Empathy fuels us, curiosity drives us, and meaningful work leads to innovation. We celebrate individuality, embrace flexibility, and thrive together. This role requires to be onsite 5 days a week.

Join our nationally recognized, award-winning team of architects, engineers, and interior designers - help us shape what's next.

Learn more about us here.

Application Requirements & Instructions
Please submit resume for consideration.