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Project Assistant 

About the Organization What is it you want out of your career?

If you're looking for an opportunity to grow, to be challenged, to work hard and to be part of a growing team, then Progressive AE may be the place for you. We work hard to surround ourselves with professionals who are more than just good at their job. We want engineers, architects, designers and support staff who have a desire to help shape our company. We need colleagues who will help us grow by thinking outside their job description. The work we do here is challenging, and sometimes the hours are long. But we're committed to serving our clients and providing the best solutions possible.

Progressive AE is a full-service, forward-thinking design firm. With offices in Grand Rapids, Michigan, and Charlotte, North Carolina, we work on projects around the country that offer a variety and challenge you won't find at many other firms. And we don't relegate creativity just to 'creatives'-we encourage original thinking in every part of the organization-from support staff to engineering.

Since we're an employee-owned company, you'll be able to see the benefits of your hard work. And in return, we'll invest in you. This includes an in-depth wellness program with fitness classes and health coaching, flexible schedules, continuing education, mentorship, volunteer opportunities and internal leadership positions. In fact, we've been named one of the Best & Brightest Places to Work for since 2006, named Business Leader of the Year, received the Community and Educational Partnership Awards, and are the proud winners of the Governor's Fitness Award.

We are always looking for talented individuals to advance the strategic goals of our firm. If you are a big picture thinker with unique technical skills, we'd like to consider your application.

Category Administration  
Location Grand Rapids, MI  

Our retail and industrial team is growing, supporting Fortune 100 customers during their rapid expansion. We are seeking an experienced Project Assistant to support our engineering and architectural team.


As the Project Assistant, you will provide overall administrative and project related support to an interdisciplinary architectural and engineering team.



  • Coordinate the day-to-day flow of the team’s information both internally and with other organizations.
  • Manage client contact information and maintain project files.
  • Schedule meetings for Team Leader and project teams and ensure spaces and resources are ready.
  • Assist with business travel arrangements when necessary.
  • Manage time to ensure ability to back up Receptionist duties as scheduled and back up of other Project Assistants as needed.
  • Maintain team opportunities and project information in Deltek Vision.
  • Prepare contracts using American Institute of Architect (AIA) software
  • Prepare project specification/project manuals using BSD Speclink software.
  • Track and process shop drawings and Requests for Information (RFIs).
  • Track, organize, and file certificates of insurance.

Project Quality

  • Work in partnership with the Practice Leader, Team Leader, Project Managers, and other team members to ensure that all project information is accurate and meets the quality requirements for assigned areas of responsibility before being communicated outside the office.
  • Use software programs to prepare spreadsheets, do word processing, maintain databases, and execute other applications.
  • Master office functions and the regular use of office equipment such as copiers, scanners, projectors, phone systems, and video conferencing. Learn and operate new office technologies as they are developed and implemented in the office to ensure they provide a quality experience for team members and clients.
  • Create, compose, and review administrative correspondence and technical documents with thorough audit and application of formatting, grammar, spelling, and punctuation to ensure company standards are being met.


  • Work with Team Leader and Project Managers to ensure that all project data in Deltek Vision is correct, including project number, budget, and schedule.

Commitment to Client Service

  • Foster a commitment to external and internal client service.
  • Handle telephone, email and personal contact with internal employees and external clients.
  • Maintain extensive contact and communication with external clients in a highly professional manner.
  • Serve as the meeting coordinator for client, team, and office meetings.
  • Provide hospitality relief duties for your team when Hospitality Team is busy or away.

Business Development/Marketing

  • Provide a welcoming first impression and experience for visitors and new employees when they arrive to our company and leave them with a positive, lasting impression when they depart.
  • Proofread proposals.
  • Support marketing opportunities and interview preparation.
  • Track business development opportunities in Deltek CRM.
Position Requirements


  • High school diploma required. Associate or bachelor’s degree preferred.
  • Minimum of five years of experience of relevant office experience.
  • Proficiency in Microsoft Office, including Word, Excel, and Outlook.
  • Previous experience in an architecture, engineering, construction or related professional service firm preferred.
  • You are an excellent communicator, organizer, and engager, demonstrated on the basis of your competencies.


  • Composure—You are cool under pressure and do not become defensive or irritated when times are tough; you’re considered mature and can be counted on to hold things together during tough times; you can candle stress and are not knocked off by the unexpected; you don’t show frustration when resisted or blocked, and you’re a settling influence in a crisis.
  • Customer Focus – You are dedicated to meeting the expectations and requirements of internal and external customers; you get first-hand customer information and use it for improvements in products and services; you act with customers in mind; you establish and maintain effective relationships with customers and gain their trust and respect.
  • Informing – You provide the information people need to know to do their jobs and to feel good about being a member of the team, unit, and the organization; you provide individuals information so that they can make accurate decisions; you are timely with information.
  • Integrity and Trust – You are widely trusted; you are seen as a direct, truthful individual; you can present the unvarnished truth in an appropriate and helpful manner; you keep confidences; you admit mistakes; you don’t misrepresent yourself for personal gain.
  • Process Management—You are good at figuring out the processes necessary to get things done; you know how to organize people and activities; you understand how to separate and combine tasks into efficient work flow; you know what to measure and how to measure it; you can see opportunities for synergy and integration where others can’t; you can simplify complex processes and get more out of fewer resources.
  • Technical Learning—You pick up on technical things quickly; you can learn new skills and knowledge and are good at learning new industry, company, product and technical knowledge; you do well in technical courses and seminars.
  • Time Management—You use your time effectively and efficiently; you value time; you concentrate your efforts on more important priorities; you get more done in less time than others; you can attend to a broader range of activities.
  • Written Communications—You are able to write clearly and succinctly in a variety of communication settings and styles; you can get messages across that have the desired effect.
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  
EOE Statement Progressive AE is an equal opportunity, affirmative action employer and is committed to providing equal opportunity to all qualified individuals in its employment practices. Progressive AE strictly prohibits unlawful discrimination against employees and applicants on the basis of race, color, religion, sex, sexual orientation, genetic information, national origin, disability, age, qualified veteran status, or any other characteristic protected by law.

Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may email for assistance. Determinations on requests for reasonable accommodations will be made on a case-by-case basis.  

This position is currently not accepting applications.

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