Administrative Assistant

Utile, Inc., named the Northeast’s Best Large Firm by The Architect’s Newspaper, is a design practice built like a think tank. Our interdisciplinary team specializes in urban planning, architecture, interiors, and graphic design. We’re known for tackling complex urban challenges with intelligent, pragmatic solutions that are rooted in research, collaboration, and curiosity.

In this position, you'll work as part of our collaborative Admin team that handles everything from welcoming guests to managing the daily operations to ensure the office runs smoothly.

This role is envisioned as the public face of the office for visitors and guests, while also supporting the hospitality needs of all in-office employees. This will include greeting and directing guests, attending to their needs, ensuring that all spaces including conference, meeting, and lounge areas are tidy, stocked, and welcoming, assisting with maintenance of office tech, coordinating space usage, and helping to plan and manage events.

This position will also provide direct assistance to both the administrative team and the principals, and interface with the public and vendors, including coordinating travel and conference attendance, engaging with our third party IT team, coordinating Lunch & Learns and in-office trade shows.

The Administrative Assistant will report to the Director of Practice and coordinate with the Operations Manager, the principals, various vendors, and with the Marketing team to assist with event planning and coordination. Additionally, the Assistant will be expected to maintain a daily schedule that ensures that all conference rooms and lounge areas are tidy, fully operational, and prepared for use throughout the day.

• All front-of-house duties:
  • Answer phones
  • Greet and direct guests
  • Manage incoming and outgoing mail
  • Unlock and lock the office every day, following alarm protocols
  • Present as the “face of the office”
• Oversight of the upkeep and tidiness of Utile’s physical plants:
  • The Boston office, which includes  Kingston St, and 129 Kingston St Suite 2;
  • The Providence office, which is located on 110 Union St (may occasionally require visits in-person);
  • The Burlington office, which is located on 47 Maple St (no visits expected).

• Previous experience in office administration or front desk services
• Previous experience in architecture or design office preferred
• On time and responsible
• Attentive to detail and organized
• Ability to multi-task and prioritize
• Ability to execute tasks efficiently and productively
• Strong communication and interpersonal skills
• Facile with technology and remote work
• Comfort with using the Google Workspace Suite (Gmail, Calendar, Drive, Sheets, Slides, Forms, etc.) and Slack

Utile offers competitive salaries, health insurance, retirement plans, commuter benefits, and a work environment that thrives on the exchange of ideas and open dialogue. The firm is an equal opportunity employer and strongly encourages a diverse range of candidates to apply.

This is a full-time, in-person position located at our office in Boston, MA. Salary range: $25-$30/hr, commensurate with experience.

Please submit your resume and cover letter. You’re also encouraged to include any relevant work samples. Please send any questions to