Flad Architects

Administrative Assistant

Location US-WI-Madison
# Positions


Are you looking to be a part of a collaborative and innovative environment that celebrates each person’s ideas, experience, and creativity? Flad is looking for an Administrative Assistant who will be responsible for a wide range of administrative functions supporting project divisions. Flad is a national architectural firm, with ten offices across the country, specializing in science, healthcare, academic, and workplace spaces. Flad is a team of creative, intelligent, energetic people who help our clients tackle the issues that change people’s lives.

How will your days be spent

  • Execute and / or coordinate report production, including information gathering, processing, reproduction of materials, proofing of assembly, and distribution
  • Edit and/or create written correspondence, adhering to Flad standards. Process interoffice memos, letters, transmittals, labels, contracts, forms, BODs, Concept Reports, etc. from verbal communication, email, handwritten notes, dictation, or transcription.
  • Create and maintain Division forms, including spreadsheets and flowcharts. Customize forms for specific project/client needs.
  • Create and maintain project schedules using MS Project or similar, for use in proposals and client/project coordination.
  • Assist Principals and PMs in keeping Phoebe Project Manager current. Open and close projects. Track fee, budget, schedule, and personnel. Update workload projections, fee, and contact information. Enter projects into project/client feedback system.
  • Take meeting minutes when necessary. Process/create meeting notes from email, voicemail, handwritten notes, etc.

What you bring to this role

Relevant experience (2 years)

  • Knowledge of architectural terminology and standard AIA documents (preferred)
  • Skilled attention to detail and organization
  • Proficient proofreading skills
  • Ability to effectively work with team members and manage multiple demands


  • Associate Degree from an Administrative Assistant program or two years relevant work experience required.

Software Skills

  • Proficient in Microsoft Word, Excel, and PowerPoint
  • Proficiency in Adobe InDesign (preferred)
  • General knowledge of MS Project and various project management application/databases (preferred)

Flad offers a wide range of benefits including:

  • hybrid work environment
  • health, dental and vision insurance
  • generous paid time off and paid holidays
  • financial health and wellness benefits - retirement savings plan; fiduciary advisor; identity theft plan; Section 125 flexible benefits; income protection – life insurance, short-term disability, long-term disability; Employee Assistance Program (EAP)
  • continuing education and career development – internal programs; funds set aside for external programs, annual professional registration and organization reimbursement


Flad Architects is an Equal Opportunity Employer. Flad will provide equal opportunity to all individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.


If you need a reasonable accommodation to apply for a position, please contact Human Resources at 608-238-2661 or email us at humanresources@flad.com.


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