Executive Assistant

Firm Overview

Do more than just build! At dbHMS, we are a collection of doers and thinkers. We combine our passion for engineering with our client’s vision to realize successful construction projects in our community and worldwide. Together with our clients, we are dedicated to leaving a legacy of stewardship and innovation through our impact on the built environment. Our staff of talented individuals and unique characters is united in their dedication to delivering high-performance, efficient, and sustainable buildings worldwide. 

Our Administrative Studio team, in our Chicago office, is seeking an Executive Assistant. This role will support senior executives at dbHMS as they perform their regular duties. This could include scheduling and assisting with preparation for meetings, proofreading and revising written communication, answering and directing e-mails and phone calls, etc. In addition, this person will also work closely with the marketing and administrative teams on various projects.

Our dynamic work environment provides the perfect opportunity to advance your career while developing and fine-tuning your skills along with offering a supportive office culture, diverse workforce, flexible work schedules, and regular social events. At dbHMS, you will find everything you need for an exciting, challenging, and rewarding career.  

dbHMS is committed to a diverse workforce and to providing a safe, accessible workplace. Most duties will be performed in an office environment. dbHMS currently operates with both hybrid and remote-only work policies. The typical week consists of five, eight-hour shifts.

dbHMS offers a competitive benefits package that includes:

• 401(k)
• 401(k) Matching
• Insurance - Health, Dental, Vision, and Life
• Paid Time Off
• Professional Trade Organization Dues Reimbursement
  
  
  

Waiting periods may apply.

Position Overview

At dbHMS, we rely on our Executive Assistant to support the firm's executives as needed. The person in this role should be highly organized, nimble with software, an effective communicator and a self-starter. The Executive Assistant is expected to provide reminders, follow-ups, and track various tasks, projects, and office initiatives.

Essential Job Functions

• Maintain day-to-day calendar
• Complete and submit weekly timesheet
• Complete and submit expense reports as needed
• Assist in planning company events
• Receive calls and administrate the telephone system
• Meet and greet clients and visitors
• Create and modify documents using Microsoft Office
• Sign for and distribute UPS/Fed Ex/Airborne packages
• Maintain inventory, research, price, and purchase office supplies
• Setup and coordinate meetings and conferences
• Setup accommodation and entertainment arrangements for company visitors
• Back up for other administrative staff as needed
  
  
  

Requirements

• Minimum Education: Bachelor’s Degree (Marketing, Communications, Journalism, or similar fields are preferred)
• 3 - 5 years of prior professional experience
• Proficient in Microsoft Office Programs – especially Outlook and Excel
  
  
  

Personal Qualities, Other Skills/Abilities

• Highly organized working style
• Fast learner with software and electronic tools
• Excellent verbal and written communication skills
• Motivated self-starter and fast learner
• High energy, motivated to learn and take on new skills
• Interest in building / maintaining positive office culture