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Administrative Assistant

The Administrative Assistant is responsible for providing comprehensive support to the Management and Business Development teams while performing administrative duties to improve the organization’s office operations.

For 25 years, Polhemus Savery DaSilva (PSD) has collaborated with individuals, families, and institutions to design and build exceptional custom homes that celebrate creative design and quality craftsmanship, honor their natural environments, and set the stage for lasting memories — for generations to come.

PSD is nationally recognized for thoughtfully integrated architecture and construction on Cape Cod and coastal southeastern New England. PSD provides a highly collaborative process that is as special as the buildings we create. Our single-source approach provides seamless communication among the project team and our clients to ensure we meet deadlines, stay on budget, and deliver quality workmanship that realizes our client’s vision.

The Administrative Assistant is responsible for providing comprehensive support to the Management and Business Development teams while performing administrative duties to improve the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential duties and responsibilities include:

  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
  • Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the organization and clients. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes as needed.
  • Complete a broad variety of administrative tasks including assisting with special projects; designing and producing complex documents, reports, and presentations; composing and preparing correspondence; maintaining contact lists; making travel arrangements.
  • Manage all aspects of organization’s office services alongside the office receptionist
  • Serve as the backup office receptionist as needed
  • Provide event management support as requested.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Assist in tracking dates and deadlines associated with the permitting process for business development team; aid in execution of RFPs for consultants; facilitate proposal execution between consultants and clients; communicate schedules internally and externally.
  • Generate contracts and development agreements as requested.
  • Provide administrative and record-keeping support for recurring meetings with consultants; provide follow-up on business development action items.
  • Provide permitting and filings support for conservation, zoning, planning and/or historic as requested.
  • Other projects/duties as assigned.

Required Skills and Experience:

  • At least 3 years of prior administrative support experience.
  • Proficient in Microsoft Office.
  • Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Ability in assessing and prioritizing multiple tasks, projects and demands.

Physical Job Demands
Reaching above and below, stooping, and bending. Lifting/carrying/moving up to 50 pounds. Manual dexterity to operate office equipment, file, and perform specialized skills. Note: The above statements are intended to describe the general nature and level of the work being performed by people assigned this job. They are not exhaustive lists of all duties and responsibilities, knowledge, skills, abilities, physical job demands and working conditions associated with the job.

For more information, or to submit your resume and letter of interest, please contact us through