Executive Office Assistant

2 weeks ago

San Francisco, United States Torbit Studio Design Full time

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)

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