Administrative Assistant

STUDIOS Architecture STUDIOS Architecture Employer:
San Francisco, CA, USLocation:
Mon, Sep 18 '17Posted on:

Studios Architecture is world-renowned for unique and creative design; for master planning, architectural and interiors design projects that enhance innovation and enliven community for our clients.

Studios is hiring for an Administrative role.The position will collaborate closely with the Principals of the firm and within the office working with the staff as needed and ensuring both day-to-day and long-term administrative and operational needs are met.

Primary Role Includes:

  • Oversee Principal’s calendars, arrange meetings/appointments, and provide reminders
  • Make travel arrangements
  • Complete expense reports
  • Complete consultant contracts
  • Generate and submit purchase orders and reimbursement requests
  • Assist with accounts billed monthly
  • Organize staff meetings and staff social events
  • Know interoffice schedule and assist coordination of meetings, cleaning up conference rooms after meetings, food and beverage, pin up walls, white boards
  • Keep database up to date with vendor information
  • Direct all inquiries appropriately
  • Cover for admin breaks and lunch
  • Ability to work 8:30-5:30 consistently and on time
  • Work occasional overtime hours
  • Dress professionally

Additional requirements may include:

  • Assist with telephones, providing caller with general information, transcribing messages, and when necessary directing callers to appropriate staff or voice mail, use of in house paging system
  • Ship packages and arrange for pickup/delivery with Courier Service
  • Assist with short projects and organizational tasks
  • Work on special administrative projects as assigned
  • Office maintenance and organization including ordering office and drafting supplies
  • Assist Marketing department with electronic image filing
  • Maintenance of several databases:
    • Update and maintain contact information for existing and prospective clients
    • Track and log data
    • Generate routine and ad hoc reports
    • Maintain overall integrity of organization
    • Digital image library

Key competencies:

  • Creative problem solver, solutions focused with action oriented approach
  • Ability to multi-task under pressure and manage time independently
  • Detail oriented with strong organizational skills
  • Aptitude for repetitious follow through
  • Friendly, outgoing, great customer service
  • Able to deal with ambiguity and prioritize tasks in response to unexpected changes
  • Computer proficiency: MS Word, MS Excel, MS Outlook, and MS PowerPoint, Adobe Creative Suite, Google Apps
  • Minimum 3 years recent administrative, office management, or project management work experience
  • Bachelor Degree

Please send resume and brief cover letter to:

Back to Job List...

  • ×Search in: