Project & Administrative Assistant (Mandarin Speaking)

SOM, one of the most influential design firms in the world, is seeking innovative, creative, independent, and critical thinkers who aspire to the highest standards of excellence. Join our collaborative design practice as a Project & Administrative Assistant for the opportunity to build a strong and thriving career

Success at SOM Means

• Ideas: We believe in a meritocracy of ideas. We look to everyone to actively contribute to the discourse in the firm.

• Knowledge: We believe that expertise is the result of lifelong learning. We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.

• Product: We strive for excellence in the concept, quality, and delivery of our work.

• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work. Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.

• Team: We value the power of interdisciplinary integration. A positive team culture in which everyone collaborates openly towards common goals is essential.

• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Position Responsibilities

• Strategic administrative support for assigned Partner and project teams. 

• Manage partner calendar, coordinating team meetings, partner obligations, and personal appointments

• Coordinate and maintain  project-specific schedules 

• Perform and coordinate various administrative tasks in support of the Partner and project teams,  including completion of expense reports, time cards and team travel arrangements.

• Schedule client meetings and assist with set-up of conference rooms for Partner and Project Managers, including food & beverage when requested, video conferencing and ZOOM Meetings

• Prepare all partner travel arrangements and documentation including travel visa requirements.

• Responsible for organizing tasks by level of urgency, ensuring the day-to-day tasks are well-organized and efficient.

• Prepare and submit for Partner: expense reports, weekly timesheets

• Assist Partner in drafting and/or proofreading editorial work on technical papers and public presentations

• Assist Project Managers in the preparation of fee proposals, project memos, correspondence, contracts and schedules for professional services.

• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.

• Tracks Partner architectural licenses expiration & required Continuing Education (CE) in partnership with Licensing department, and ensure Partner CE completion and license renewal. 

• Support marketing related efforts: proofread RFQ/RFP, coordinate project pursuit teams, schedule internal meetings in project pursuit and communicate deadlines

• Record meeting minutes as needed, for review by the Project Manager.

• Provide support as requested during CD, tender and CA phases.

• Maintain, review, update and archive project data in various mediums including but not limited to hard copy project files, network drives, Google project drives, Salesforce, OpenAsset.

• Dedicates necessary time beyond scheduled hours (including last minute requests) as required to meet business commitments.

Minimum Qualifications

• Ability to read, write and speak fluent Mandarin Chinese and English/full fluency.

• Completion of a four-year undergraduate degree or equivalent corporate experience.

• Experience in a support role with senior leaders, or equivalent knowledge, skills and abilities.

• Exhibits initiative, problem-solving, and decision quality with a high attention to detail in a fast-paced environment.

• Demonstrates excellent interpersonal, written, and verbal communication skills.

• Demonstrates strong organizational and time management skills.

• Effectively communicates with supervisors through timely and appropriate written, oral, and visual means.

• Advanced computer skills including document and presentation preparation; database creation and management; contact management; research and high proficiency in Microsoft Office and Google Workspace.