Executive Assistant

Executive Assistant (Administrative)

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We strive to infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

We look for individuals who are inspired by our values, seek to learn and in turn teach others, respect, value, and promote the integrity of our work, care about the impact we make in people's lives, and are responsive to our ever-changing world.

The Executive Assistant will support the Boston studio and CEO of HLB Lighting Design. This position will report to the CEO/local Senior Principal. This is a full-time, hands-on position for a detail-oriented, energetic, and self-motivated individual who works well in a team and individually. Candidate must have excellent written and oral communication, be able to work in a fast-paced deadline-driven atmosphere and have exceptional time management and organizational skills.

Proficiency in Microsoft Office is required. Previous experience using Deltek Vantagepoint Client Relationship Management (CRM) software, Adobe InDesign or Adobe Photoshop to support an office is desirable.

• Serve as a friendly, welcoming ambassador to HLB Lighting Design
• Coordinate and oversee daily activities within the Boston studio, helping leadership by encouraging participation
• Manage and/or assist with the CEO/Local Principal's calendar appointments, expense reports, timesheets, trip coordination, correspondence, and any other administrative support needed
• Ensure office is clean and organized
• Welcome visitors and provide assistance as needed with building/suite access
• Answer telephones and direct callers to appropriate individuals
• Respond to and/or redirect forwarded out-of-office email outreach
• Receive, sort, and distribute incoming mail and packages / prepare outgoing mail and packages
• Order and stock all office supplies and snacks
• Organize and coordinate vendor presentations and office lunches
• Coordinate special events, team building, and office celebrations
• Support studio marketing campaigns (RSVPs to industry events, holiday gift packing and shipping)
• Support Marketing with coordinating studio headshot photography
• Support the CEO and C‑Suite's planning of leadership summits and strategic meetings, including research, reservations and coordination
• Coordinate with IT and printing vendor to monitor and maintain office equipment
• For new employees, set up new workstations and coordinate onboarding schedules
• Track and manage the studio's iPads and light meters, including shipping to remote teammates
• Support Boston leadership with mock up room organization and sample tracking
• Coordinate general office maintenance and repair, and communications with building operations
• Support Boston leadership with managing the annual budget for team building, office maintenance and supplies
• Assist with special/ad hoc projects as needed