Jobs
>
San Francisco

    Executive Office Assistant - San Francisco, United States - Torbit Studio Design

    Torbit Studio Design
    Torbit Studio Design San Francisco, United States

    1 day ago

    Default job background
    Retail
    Description

    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)
  • Self-Help for the Elderly

    Office Assistant

    2 weeks ago

    Self-Help for the Elderly San Francisco, United States

    Title:Office Assistant · Department: Social Services · FLSA Status: Non-Exempt · Reports To: Director of Social Services · Summary: Responsible for supporting the administrative functions, and office duties of the department. · Essential Functions: · • Provides administrative su ...

  • Associated Students Inc

    Office Assistant

    4 weeks ago

    Associated Students Inc San Francisco, United States

    Job Title: Office Assistant · Report To: Office Manager · Department/Program: Early Childhood Education Center (ECEC) · Organization Name: Associated Students, San Francisco State University · Days/Hours & Duration of Job: Schedule to be determined. Up to 20 hours/week · Wa ...

  • Dignity Health

    Office Assistant

    4 weeks ago

    Dignity Health San Francisco, United States

    Overview · St. Mary's Medical Center has been caring for the health of San Franciscans since 1857 when it was founded by eight Sisters of Mercy from Ireland. It is an accredited not-for-profit hospital located across the street from Golden Gate Park. It is a full-service acute ca ...

  • Associated Students, Inc.

    Office Assistant

    2 weeks ago

    Associated Students, Inc. San Francisco, United States

    Job Title: Office Assistant - EROS · Department/Program: EROS · Organization Name: Associated Students, San Francisco State University · Number of Openings: 1 · Days/Hours & Duration of Job: Working Shifts: Monday - Friday between 9 am - 5:30 pm. Up to 20 hours/week. · Wage/ ...

  • University of Utah

    Office Assistant

    5 days ago

    University of Utah West Valley City, United States

    Part-time position open for individual with strong customer service and available to work a variable schedule. The event staff position at the Alumni House is responsible for providing operational functions before, during, and after events. The emplo Office Assistant, Monitoring, ...

  • Dignity Health

    Office Assistant

    16 hours ago

    Dignity Health San Francisco, United States

    Overview · St. Mary's Medical Center has been caring for the health of San Franciscans since 1857 when it was founded by eight Sisters of Mercy from Ireland. It is an accredited not-for-profit hospital located across the street from Golden Gate Park. It is a full-service acute ca ...

  • County of Marin

    Office Assistant III

    3 weeks ago

    County of Marin San Francisco, United States

    Salary : $55, $65,130.00 Annually · Location : Multiple Locations, CA · Job Type: Full Time, Regular · Job Number: · Department: All Departments except HHS · Opening Date: 05/17/2024 · Closing Date: 6/7/2024 11:59 PM Pacific · Vacancies: Varies · Weekly Schedule: Varies ...

  • GEN4 Dental

    Front Office Assistant

    1 week ago

    GEN4 Dental San Francisco, United States

    Company Description · With our office in Pacific Heights, your dentist in San Francisco is conveniently located to help with all your dental needs whether scheduled or unexpected. We believe in a patient-first approach to treatment, based on communication and compassion. At Paci ...

  • Recology

    Office Assistant/Maintenance

    1 day ago

    Recology San Francisco, United States

    GROW WITH US · As the largest 100% employee-owned company in the resource recovery industry, Recology has a unique workplace culture that guides how we support employees, interact with our customers, service our communities, and care for our environment. · We are a team of truste ...

  • IHG

    Assistant Manager, Front Office

    4 days ago

    IHG San Francisco, United States

    **A little taste of your day-to-day** · Our guests' memorable experiences have to start somewhere. So why not with you? We're looking for a new Assistant Front Office Manager to take ownership of delivering exceptional first impressions - managing everything from registration and ...

  • Marriott Hotels & Resorts

    Assistant Front Office Manager

    1 day ago

    Marriott Hotels & Resorts San Francisco, United States

    The Assistant Font Office Manager will assist in the planning, direction, coordination and execution of all activitiesand personnel within the front office departments to include: front desk, bell/door, PBX, concierge (if applicable). ESSENTIAL FUNCT Office Manager, Manager, Offi ...

  • Linktree

    Executive Assistant and Office Manager

    2 weeks ago

    Linktree San Francisco, United States

    The Role · We are looking for an Executive Assistant and Office Manager. In this role, you will be responsible for providing comprehensive administrative support to our executive team while also providing calendar support to two other execs and overseeing the daily operations of ...

  • Method Communications

    Accounting Specialist/Office Assistant

    3 weeks ago

    Method Communications San Francisco, United States

    Job Description · Job DescriptionAccounting Specialist/Office Assistant · Typical time in this role is months. Prior relevant experience may be considered. · Operations | Method Communications | San Francisco, CA · The Opportunity · The Accounting Specialist / Office Assistant wi ...

  • Crestline Hotels & Resorts, Inc.

    Assistant Front Office Manager

    2 weeks ago

    Crestline Hotels & Resorts, Inc. San Francisco, United States

    The Assistant Front Office Manager will assist in the planning, direction, coordination and execution of all activities and personnel within the front office departments to include front desk, bell/door, PBX, concierge (if applicable). The Assistant Office Manager, Manager, Assis ...

  • InterContinental Hotels Group

    Assistant Manager, Front Office

    4 days ago

    InterContinental Hotels Group San Francisco, United States

    A little taste of your day-to-day · Our guests' memorable experiences have to start somewhere. So why not with you? We're looking for a new Assistant Front Office Manager to take ownership of delivering exceptional first impressions - managing everything from registration and res ...

  • InterContinental Hotels Group, plc

    Assistant Manager, Front Office

    2 weeks ago

    InterContinental Hotels Group, plc San Francisco, United States

    A little taste of your day-to-day Our guests memorable experiences have to start somewhere. So why not with you? We're looking for a new Assistant Front Office Manager to take ownership of delivering exceptional first impressions managing everythi Assistant Manager, Office Manage ...

  • Hyatt Centric Fisherman`s Wharf

    Assistant Front Office Manager

    1 day ago

    Hyatt Centric Fisherman`s Wharf San Francisco, United States

    Job Summary: · Hyatt Centric Fisherman's Wharf is looking for an Assistant Front Office Manager to join our amazing team. The Assistant Front Office Manager is responsible for assisting the Front Office Manager with the operation of the Front Office in an attentive, friendly, ef ...

  • Aimbridge Hospitality

    Assistant Front Office Manager

    1 day ago

    Aimbridge Hospitality San Francisco, United States

    Job Summary · Hyatt Centric Fisherman's Wharf is looking for an Assistant Front Office Manager to join our amazing team. The Assistant Front Office Manager is responsible for assisting the Front Office Manager with the operation of the Front Office in an attentive, friendly, eff ...

  • City of San Juan Capistrano, CA

    Office Assistant

    1 week ago

    City of San Juan Capistrano, CA San Francisco, United States

    Salary : $48, $58,752.00 Annually · Location : CA 92675, CA · Job Type: Full-Time · Job Number: · Department: City Clerk · Opening Date: 05/29/2024 · Closing Date: 6/7/2024 12:00 PM Pacific · Description · The City of San Juan Capistrano is seeking a team-oriented and skil ...

  • Beacon Hill

    Office Assistant

    2 weeks ago

    Beacon Hill San Francisco, United States

    To Apply for this Job Click Here · Our client, a real estate investor, is seeking an Office Assistant to provide administrative and operations support to their San Francisco, CA team. The hours are 9am-5pm (flex for afterhours work if needed) and this role is in the office five ...