Executive Assistant - This position is in San Francisco
Recruiting an Experienced Executive Assistant for one of our prestigious Interior Design clients in San Francisco. This position is working in-office, and will serve as a crucial assistant to the Principal and CEO on executive and personal matters. The ideal candidate will be a self-driven professional and intuitive communicator. In addition to directly supporting the Executives, you will work alongside the Leadership and Administrative teams to support office operations. You will be responsible for confidential and time-sensitive material. The ideal candidate is familiar with a variety of the field's concepts, practices, and procedures. Excellent verbal and written communication skills required to ensure that all duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
PRINCIPAL ACCOUNTABILITIES/ESSENTIAL FUNCTIONS:
Oversee and manage Principal & CEO calendars, appointments, and scheduling.
Assist with various marketing, communications, and writing tasks.
Carry out personal tasks as needed.
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Handle sensitive information in a confidential manner.
Review, flag, and file Principal’s email correspondence.
Monitor Principal’s correspondence for urgent and timely requests.
Respond to emails on behalf of Principal when necessary.
Answer and screen incoming phone calls, track messages.
Prepare office for Principal & CEO when working in-studio.
Order and coordinate daily lunches for Principal & CEO when working in-studio.
Open, organize, and distribute Principal & CEO mail and packages.
Maintain polite and professional communication via phone, e-mail, and mail.
Coordinate with vendors and contractors within and outside of the organization.
Assist in the preparation of regularly scheduled reports, agendas, and meeting notes.
Prioritize and gatekeep to efficiently manage Principal’s time, while maintaining deadlines and harmony across various teams.
Keen analytic and problem-solving skills that support and enable sound decision-making.
Intuitive and self-driven with the ability to manage multiple projects at once.
Excellent listening, written, and verbal communication skills. The “soft skills” of collaborating, facilitating, and communicating across teams. Ability to build successful relationships at all levels, internally and externally.
Proficient in Zoom, Microsoft Word, Microsoft Excel, and Microsoft Outlook. Ability to pick up new programs quickly and independently.
Ability to work in a multicultural environment with a diverse staff and clientele.
Good people skills; relate well on phone and in person; demonstrate patience and kindness in all interactions with clients, colleagues, and agency leaders.
Team player who is flexible and adaptable to changing needs.
Ability to work outside typical hours on occasion.
Accuracy and sharp attention to detail.
Personal qualities of integrity, credibility, sense of humor.
High School Degree; Minimum of 5+ solid years of experience in an Executive Assistant position.