The Executive Assistant/Office Manager is expected to support the Principal with day-to-day executive level support including calendar management, client meeting preparation, time billing, systems administration, and special projects. This is a fast-paced position that requires excellent communication skills, attention to detail, strong organizational skills, and a high level of confidentiality. You will support the Principal and the design team by managing both professional and personal related tasks to streamline efficiency and alignment across the firm.
DUTIES AND RESPONSIBILITIES
Calendar & Communications Management
Act as gatekeeper, time-advocate, and liaison for the Principal in both business and personal life and strategically manage the Principal's time with respect to priorities, goals, and objectives
Manage the Principal's email inbox while filtering and prioritizing the most sensitive matters, managing draft email correspondence and respond on behalf of Principal
Schedule meetings, calls, and personal appointments approaching these tasks with a sense of urgency while also being mindful of time management
Screen all incoming phone calls, inquiries, visitors and correspondence, and route accordingly
Format information for internal and external communication including memos, presentations, and reports
Take minutes during meetings and disseminate to appropriate parties
Track and submit all billable time from Principal client meetings and correspondence
Operations
General office administration including but not limited to ordering office supplies, facility upkeep, shipping and receiving, mail, etc.
Liaise with IT consultants to troubleshoot issues and upgrades on a regular basis
Working cross-functionally to maintain Organization's calendar with upcoming events, presentations, installations, and holidays
Complete personal/professional errands and own special projects as needed
Maintain comprehensive and accurate filing records, documents, and reports for the Principal
Design Team Support
Assist Project Manager and Owner/Principal Designer with the coordination of client meetings and preparation of presentations
Assist senior designers with project management administration
Help maintain the organization and inventory of the design library samples, photos and lists
Schedule client deliveries and assist with installs
Special Projects
Work with financial team, marketing team, and business development team to help develop and coordinate project documents and deadlines
Assist with contract development & execution
Provide support and oversight for special projects and initiatives
Plan, organize, and execute all company events to help cultivate company culture
Lead and manage all company gift initiatives
Represent the Principal at external events and meetings as needed
QUALIFICATIONS
At least 5+ years of experience as an Executive Assistant, Personal Assistant or similar role supporting an Executive, Junior Executive or High-Level Director
College-level degree preferred
Exceptional communication skills, both verbal and written
A passion for all things 'design' - from interior design, graphics, branding and presentations
Expertise with Outlook, Google Suite a must
Working knowledge of Studio Designer (optional but preferred),
KNOWLEDGE & SKILLS
Outstanding organizational and time management skills, exceptional attention to detail with the ability to problem-solve by being resourceful to meet deadlines and shift priorities as needed
Ability to treat confidential information with appropriate discretion
Ability to proactively create and nurture professional relationships and deliver outstanding service to clients and vendors that exceeds expectations
Act as fast and efficient conduit between Principal, staff, clients, vendors, and contacts
Ability to act as a gatekeeper and escalate relevant information to Principal and other leadership as needed
Ability to work effectively with minimal supervision
Remain calm, maintain perspective, and respond in a professional manner when faced with difficult situations
High level of integrity and adherence to firm values, beliefs, and principles of innovation and excellence in design
Interest and capability in graphics and presentation software (InDesign, PowerPoint, etc)
SALARY & BENEFITS
$40 - $55 per hour, depending on experience
Part-time 20 hours per week
In-office 3 days per week (office is in Hayes Valley in SF)