Executive Assistant

1 week ago

Mountain View, United States Spectrum Interior Design Full time
Job DescriptionJob Description

Welcome to Spectrum Interior Design, where we're dedicated to crafting exceptional luxury estates in the Bay Area and nationwide. Based in the heart of Silicon Valley, our residential interior design firm seamlessly blends innovation with flawless execution. Our passionate team leverages our full spectrum of design expertise to create custom homes that enrich our client's lifestyles. With an unwavering commitment to excellence, we continuously strive to exceed expectations, delivering unparalleled quality and superior attention to detail. In our collaborative and dynamic workplace, team camaraderie, and collective creativity flourish, fueling each member's growth and success. If you're an enthusiastic team player with a passion for collaboration and a drive to excel in a forward-thinking, solution-oriented environment, Spectrum Interior Design is your destination.

Are you excited about contributing your unique talents, innovative ideas, and creative solutions to our dedicated, collaborative, and supportive design team? Are you naturally resourceful, self-motivated, and driven by continuous learning? Do you thrive in a fast-paced, multitasking small office environment, where each day presents invigorating challenges and abundant opportunities for growth? Does your innate attention to detail and passion for methodical organization align with our team's values? Are you attracted to a culture where everyone elevates each other and finds inspiration from like-minded peers? If this resonates with you, we invite you to join our expanding team, where we celebrate your strengths and enthusiastically embrace your innovative spirit

 

The five major roles for this position are:

  • Executive Support:

    • Managing calendars, scheduling appointments, and organizing meetings for the firm owner.

    • Handling phone calls, emails, and other correspondence on behalf of the owner.

    • Making travel arrangements and coordinating logistics for business trips.

  • Project Coordination:

    • Assisting in project management by tracking project timelines and deadlines.

    • Coordinating with clients, vendors, and contractors to schedule meetings and site visits.

    • Maintaining project files and ensuring all documentation is up-to-date.

  • Financial Administration:

    • Handling expense reports, invoices, and time billing for owner and projects.

    • Assisting with budget management and financial record-keeping.

    • Coordinating with the accounting department or external accountant as necessary.

  • Client Relations:

    • Acting as a point of contact for clients and maintaining positive relationships.

    • Assisting in client presentations and preparing materials as needed.

    • Addressing client inquiries and ensuring prompt and professional responses.

    • Assistance with marketing and business development endeavors.

  • Office Management:

    • Overseeing general office operations and maintaining office supplies.

    • Coordinating office maintenance and liaising with building management.

    • Managing confidential files and ensuring data security protocols are followed.

 

Responsibilities and Job Characteristics:

  • Legal authorization to work in the United States
  • Ability to 100% commit to Monday-Friday, 8:00-5:00 pm minimum hours in Mountain View office (45 min. maximum commute)
  • Degree in Business Administration or related field with at least 4+ years of experience
  • Collaborative, solutions-focused, enthusiastic, energetic, and dedicated to excellence
  • Advanced proficiency in the Microsoft Office Suite, with proven experience in Microsoft calendaring
  • Excellent verbal and written communication skills
  • High level of attention to detail and accuracy
  • Positive, enthusiastic team player excited to contribute without limitation
  • A desire to work closely and in tandem with the Founder/Principal Designer
  • Extremely detail oriented and accurate in all deliverables
  • Strong relationship-management skills with a love of working as a team
  • Must be a problem-solver, self-starter and highly resourceful
  • Salary and Benefits: Commensurate to Experience and Portfolio

 

***IMPORTANT: Employer is NOT accepting email or phone inquires about this position at this time. Please only reply with your resume AND responses to ALL questions. Kindly note that applications that do not complete the questions will NOT be reviewed or considered***

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