Project Administrative Assistant

Join our team at TowerPinkster and open a new door to an amazing career! TowerPinkster, an architecture, engineering and interior design firm based in Michigan, Indiana, and Kentucky, is looking for a talented Project Administrative Assistant to support our Project Team. This position is responsible for providing administrative support to assigned Project Teams and providing backup in the absence of other Project Administrative Assistants.

Position responsibilities + EXPECTATIONS

• Assist with proposal letters and requests for proposal letters.
• Assist in new project set-up.
• Project file set-up, filing, and project file archiving.
• Update project schedule as directed.
• Schedule meetings as required.
• Agenda processing including distribution.
• Organizes project timelines and follow-up.
• Process Meeting minutes, follow up, and distribute.
• Attend project and/or team meetings as required, and draft meeting minutes as assigned.
• Update internal project budget documentation as directed.
• Monitor project design schedule looking ahead for forms/documents.
• Prepare and maintain project documents as assigned including scanning and electronic filing.
• Prepare AIA contract documents as requested.
• Prepare, process, distribute, and file consultant purchase orders and invoices.
• Update the calendar and provide reminders as requested.
• Assist in coordination and tracking of shop drawings, pay applications, change orders, addenda, and bulletins.
• Assist in the publication of contract documents to consultants, CMs, and authorities having jurisdiction.
• Back up in the absence of other Project Administrative Assistants.
• Other Duties as assigned.

Position qualifications

• Two to four years of professional experience in A/E or construction firm as an Administrative Assistant and/or Project Administrative Assistant preferred.
• Strong working knowledge (advanced level) of Microsoft Word and Excel.
• Must be very organized and able to multi-task.
• Excellent oral and written communication skills.
• Must exhibit a professional demeanor.
• Ability to contribute effectively to a team environment.
• Practice honesty in all actions.
• Follow through on commitments assigned.
• Demonstrate accuracy and thoroughness.
• Display commitment to quality work and look for ways to improve quality.
• Contribute to a positive team spirit.
• Put the success of the team above your own interests.
• Exhibit good listening and comprehension skills and patience with understanding needs.
• Expresses ideas and thoughts both verbally and in written form.
• Adapt easily to changes in work style.
• Follow-up on completion status.
• Keep others informed using appropriate communication methods.
• Take independent actions.
• Look for opportunities and seek increased responsibilities.
• Undertake self-development activities.
• Able to plan and prioritize work activities.
• Use time efficiently and effectively.
• Work in an organized manner.
• Demonstrate required skills consistently.
• Able to interact with others in a positive manner.
• Able to understand the needs of others to exceed their expectations.
• Display a willingness to make decisions, and support and explain reasoning for decisions.
• Able to complete tasks in a reasonable time period.
• Complete work with accuracy and attention to detail.

WHAT WE OFFER
We take a holistic approach to ensure the wellbeing of our team members. TowerPinkster is proud to support its team members with a robust compensation and benefits package, which includes:

• Industry-leading compensation package, including paid overtime, performance bonuses, and profit sharing.
• National award-winning culture and a supportive work environment that empowers employees to stay healthy, fulfill their interests and passions, and balance work and life goals.
• A collaborative work environment along with many culture connection events and wellness activities, to include walking challenges, fitness challenges, book clubs, in-office chair massages, and more. We offer a Thrive program providing incentives up to $400.00 annually.
• Flexible work hours with a work-life balance program providing six additional days off per year, and a healthy paid time off program.
• A comprehensive benefits package including health, dental, vision, 401(k), life insurance, short-term and long-term disability benefits, and paid community service hours.
• Annual team training, professional development opportunities, and career growth planning.
• The opportunity to reach your career goals with an award-winning firm. We highly encourage licensure, certification, and professional organization memberships, which are fully paid.  
• Continued educational opportunities and a tuition reimbursement program.
• Firm-paid life and wellness coach for individuals and families in partnership with Ulliance.

TowerPinkster is a firm of architects, engineers, and interior designers committed to design integrity, quality, and environmental responsibility. Our doors opened in 1953 with just six people, and now we have more than 250 of the best employees in Michigan, Indiana, and Kentucky. At our firm, it’s our people who make us different. We have the freedom to explore new ideas, the tools to create innovative strategies, and the talent to inspire our clients through interactive design.

We strive to create a diverse, equitable, and inclusive culture that empowers each person to be their genuine self. We are committed to Diversity, Equity, and Inclusion. For more than 70 years, we have made significant contributions to our communities through our commitment to quality, sustainability, and equitable design. Our active DEI committee is focused on driving initiatives within three areas: people, purpose, and process.

Our expertise and collaborative, client-centered approach means the best ideas rise to the top. TowerPinkster received the 2025 National 101 Best and Brightest Companies to Work for Award and the 2025 Best Firm Award from Zweig Group. We are proud of this achievement and are thankful for our client relationships, our generous communities, and all the employees who contribute to TowerPinkster’s exciting and creative culture! Our supportive work environment helps employees reach their career goals, and we have fun doing it!

. We are an Equal Opportunity Employer