Administrative Assistant

Administrative Assistant – Sacramento, CA Office is a full‑time position at HGA, an award‑winning interdisciplinary design firm. This role serves as the first point of contact at our reception desk, creating a warm and professional experience for visitors and callers while supporting senior leadership and project teams and helping maintain a smooth, professional office environment.

Administrative Assistant – Sacramento, CA Office is a full‑time role  position supports the Sacramento office by greeting visitors, handling inquiries, and assisting with administrative and coordination tasks to enable project teams and leadership to operate effectively.

• Strong time‑management and organizational skills.
• Exceptional attention to detail and follow‑through.
• A positive, service‑oriented mindset.
• Ability to juggle priorities and support multiple team members.
• Professional communication skills and a welcoming presence.
• Genuine enthusiasm for helping colleagues and clients.

At HGA, we believe that diverse perspectives spark creativity and innovation. Your curiosity, tenacity, and unique insights will make an impact every day—on your colleagues, on our clients, and on the communities who experience the spaces we design.

• Answer incoming multi‑line telephone calls in a professional manner, determine the purpose of the call, and forward calls to appropriate personnel or department.
• Answer questions about the firm and provide callers with address, directions, and other information.
• Greet guests in a professional, friendly, hospitable manner, determine the nature of business, and announce visitors to appropriate personnel.
• Ensure visitor area is always warm and welcoming.
• Support the onboarding process for all new employees, including scheduling meetings and preparing materials at the direction of the HR Manager and Administrative Services Manager.
• Assist managers with the annual performance appraisal process.
• Coordinate and facilitate internal and external office events, including catering, setup and breakdown.
• Schedule travel and coordinate registration.
• Assist with calendaring/scheduling office meetings, project and client meetings, and lunch and learns.
• Assist with presentations including all‑hands, in‑office digital signage, and meeting Power Points.
• Perform a variety of administrative duties in support of group leaders and departments:
• Edit, format, and distribute memos, agendas, meeting minutes, reports, letters, and other documents, when necessary, as required.
• Perform other clerical duties as needed, such as filing, photocopying, data entry, proofreading, and routing documents.
• Prepare presentations.
• Prepare and process expense reports.
• Maintain logs and databases.
• Assist with office services:
• Inventory/ordering of office and kitchen supplies, grocery items.
• Printer maintenance/support coordination.
• Equipment check‑out.
• Mail and package receiving/shipping.
• Maintaining common areas (basic cleaning of kitchen and conference rooms).
• Building maintenance coordination.
• Parking for guests and updating Teams posts related to parking.

• Thrive in a fast‑paced, team‑oriented environment with diverse personalities and work styles.
• Communicate effectively with staff at all levels and external partners.
• Learn and use specialized software programs as needed.
• Maintain composure under pressure while managing multiple tasks and interruptions.
• Follow instructions accurately, organize details effectively, and complete assignments on time.
• Read, write, and interpret instructions, correspondence, reports, safety information, and procedural materials.
• Demonstrate strong written and verbal communication skills with proper grammar and punctuation.
• Handle confidential and sensitive information with discretion.

• Associates degree (A.
  
  A.) or equivalent from two‑year college or technical school preferred; or six months to one‑year related experience and/or training; or equivalent combination of education and experience.
• 3–5 years prior receptionist/administrative assistant experience preferred.
• Working knowledge of Microsoft Office (Word, Excel, PowerPoint,…