Administrative Assistant

HOK is a collective of future-forward thinkers and designers who are driven to face the critical challenges of our time. We are dedicated to improving people's lives, serving our clients and healing the planet. Together, we cultivate a culture of design excellence at the confluence of art and science, blending the power of creative expression with a clear sense of purpose.

The Office Administrative Assistant plays a central role in shaping the day-to-day experience of our Atlanta studio. This position blends hospitality, organization, and a service mindset to ensure the office operates smoothly, supports staff needs, and remains an inviting, well-functioning environment. From managing catered events to communicating updates and supporting occasional project admin, this role is both operational and cultural - focused on helping our team do their best work together.

RESPONSIBILITIES:

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  Office Hospitality & Culture

  
  
  
  
  • Lead planning and coordination for internal events, such as weekly staff gatherings, catered meetings, birthdays, holiday celebrations, and occasional client-facing events.
  • Maintain a welcoming, professional environment across all shared spaces, with special attention to the office pantry, meeting areas, and guest entry.
  • Assist with ordering and setting up office lunches, beverages, and supplies for studio functions.
  • Monitor office needs, encourage shared responsibility for cleanliness, and communicate studio standards of care to staff.
  
  
  
  

  Internal Communication & Coordination

  
  
  
  
  • Act as a friendly point of contact for all studio staff, supporting a connected and informed office culture.
  • Send proactive messages (via email or Teams) to communicate event logistics, reminders, and office updates.
  • Reinforce procedural updates and hospitality practices at weekly staff meetings when needed.
  
  
  
  

  Administrative Support

  
  
  
  
  • Serve as a day-to-day resource for office operations, including:
  
  
  
  
  • Receiving and greeting guests (in lieu of a formal receptionist).
  • Scheduling meetings and assisting with calendar coordination.
  • Coordinating with office leadership, vendors, and IT as needed for minor equipment repairs or pantry-related issues.
  • Supporting travel bookings and expense reports for key staff.
  • Assisting project managers with occasional data entry or workflow tracking in tools like Smartsheet or Deltek (no prior experience required).
  
  
  
  
  
  

  Office Presence & Flexibility

  
  
  
  
  • Maintain a strong in-office presence Tuesday through Thursday to support studio activity.
  • Perform remote tasks such as expense processing or scheduling on Mondays and Fridays, with occasional in-office presence on those days for events or repairs such as studio tours.
  
  
  
  

EDUCATION & EXPERIENCE:

• 2+ years in a professional services, hospitality, or administrative support role.
• Prior experience in a design or architecture firm is a plus.
• Strong interpersonal skills and a welcoming, can-do attitude.
• Excellent organizational, time management, and communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with tools like Smartsheet or Deltek is a plus, but not required.
• Comfortable managing multiple tasks and coordinating with various teams.

OTHER DETAILS

• Local travel within the Atlanta metro area may occasionally be required (e.g. picking up supplies).
• Some lifting or setup for events (e.g. catering, restocking) is occasionally part of the role.
• Overtime is rarely required but may occasionally occur during major events or deadlines.

#LI-SA1

Many of our roles require the use of specific software. Please refer to the Required and Preferred Software & Skills for details.

HOK invests in its people and communities, supporting both personal and professional growth through every stage of life. At HOK you'll have a hybrid work environment, 10 paid holidays (including 2 floating holidays) and a minimum of 4 weeks of paid time off with a cash out option. HOK offers comprehensive medical, dental, and vision coverage, free mental wellness resources, life and AD&D coverage and short and long-term disability benefits. HOK supports your growing family by offering 4 weeks of paid parental leave and fertility coverage. HOK helps to fund your future financial needs with matching contributions to our 401(K) plan which includes a well-rounded investment menu as well as free guidance on retirement planning.

Wherever you are in your career, HOK provides opportunities to learn, develop and utilize your skills. Continued learning is promoted through financial support and study prep for licensure exams, CEU credit opportunities, mentorship programs, and paid professional memberships. To learn more about designing your career with HOK, explore our current job openings.

HOK is an EOE, including disability/vets.