Administrative Assistant

3 weeks ago

San Francisco, United States SmithGroup Full time

SmithGroup is an award-winning, integrated design firm that blends research, data and technology with innovation and a creative spirit to deliver resilient, inclusive spaces that solve our clients' greatest challenges. Our teams create exceptional design solutions for healthcare, science and technology, workplace, mixed use, higher education, cultural, waterfront, parks and open spaces, and urban environments. We are looking for passionate problem solvers who want to elevate design, push boundaries and move us closer to a carbon-free future. Care to join us?

The San Francisco office of SmithGroup is looking for a Administrative Assistant to join our team.

Working with us, you will:

  • Be the first point of contact for visiting guests, vendors, and staff.
  • Answer phones and direct calls to the appropriate employee. Take accurate phone messages and ensure their delivery.
  • Provide administrative support including typing, editing, and formatting documents, correspondence, reports, maintaining records and files; updating mailing and phone lists; faxing and photocopying; data entry, travel arrangements and expense reports, etc.
  • Assist with sorting, screening, and distributing incoming and outgoing mail.
  • Assist with maintaining studio calendars.
  • Assist with studio project work as needed, including formatting specification documents and project information management.
  • Assist with coordinating and setup of meetings and lunch and learns.
  • Assist with maintaining office and kitchen supplies inventory.
  • Assist with ordering meals and snacks for meetings as well as other office food items with the support of the office manager
  • Prepare for and engage in orientation with new team members.
  • Must be willing to work at the job site 5 days a week.
  • Maintain cleanliness and organization in conference rooms, kitchen and other office areas.
An ideal candidate has:
  • 3 to 5 years of professional administrative support experience.
  • High school diploma or GED required; Associate degree preferred.
  • Experience using Adobe Photoshop, Illustrator and or other design software preferred
  • Excellent communication skills, the ability to collaborate and work effectively in a team environment, as well as work independently under limited supervision.
  • Strong Word, Excel, and PowerPoint skills required. Project management software experience is beneficial.
  • Excellent customer service skills, dealing with both internal and external customers, are required.
  • Ability to lift 50 lbs.


SmithGroup's competitive compensation and benefit package is designed meet the needs of a diverse staff. The anticipated salary range for this position is $24.50 to $32.50 hourly, at the time of posting. We may ultimately pay more or less than the anticipated salary range for this position. Additionally, an employee in this position is eligible for a performance-based bonus on an annual basis. Our comprehensive benefits include medical, dental and vision coverage, flexible spending account options and voluntary insurances. We provide an opportunity to invest in your future through our 401(k) program with employer matching and a continuing education reimbursement. We offer 3 weeks of paid time off within the first year of employment, with the option of purchasing additional time off, 8 paid federal holidays, and parental leave benefits. SmithGroup also promotes a healthy work/life balance for our staff which includes an alternative work schedule that provides employees with an additional 15 days off per year (usually Fridays), as well as hybrid work options that give our team the flexibility to work within our vibrant office culture or remotely, as needed.

If you are not sure that you meet all of the suggested qualifications described above, please don't leave this page. Your talents and attributes could be just what we're looking for - and we strongly encourage you to apply. If you need additional accommodations to complete the application process, please contact careers@smithgroup.com.

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