Administrative Assistant

San Francisco, CA, USLocation:
Tue, May 18 '21Posted on:


Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant 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.


  • Answer and direct phone calls.
  • Provide overall front-desk support to employees, guests, clients.
  • Maintain polite and professional communication via phone, e-mail, and mail.
  • Book conference calls, rooms, taxis, couriers, hotels etc. (as needed).
  • Organize and schedule meetings and appointments, preventing conflicts.
  • Reply to email, telephone, or face to face enquiries.
  • Arrange, receive, sort, and distribute the mail.
  • Resolve day-to-day administrative problems efficiently and independently
  • Maintain contact lists on multiple platforms.
  • Produce and distribute correspondence memos, letters, faxes and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Contribute to team effort by accomplishing related results as needed.
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Handle sensitive information in a confidential manner.
  • Take accurate minutes of meetings
  • Develop and update administrative systems to make them more efficient
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Daily upkeep of studio space (running dishwashers, cleaning kitchen space and conference rooms).
  • Set up and turnaround conference room for meetings.
  • Run day-to-day errands for both administrative and design team.


  • Excellent customer service skills; strong interpersonal skills including patience, flexibility, judgment, discretion, and tact.
  • Self-starter with strong independent judgment, discretion, and critical thinking; ability to work autonomously as well as part of a team, and to stay focused under pressure.
  • Keen analytic and problem-solving skills that support and enable sound decision-making
  • Ability to organize and manage multiple projects in a very fast-paced, performance-oriented environment.
  • Meticulous attention to detail and ability to master new tasks quickly.
  • Excellent communications skills, including the ability to write and edit polished communications
  • Model professional presentation/behavior, exercising discretion and confidentiality.
  • 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
  • Excellent organizational skills; work well in a fast-paced environment
  • Self-starter with ability to maintain composure while juggling multiple tasks, set priorities, and meet deadlines
  • Team player who is flexible and adaptable to changing needs
  • Accuracy and attention to detail
  • Personal qualities of integrity, credibility, sense of humor
  • Proficient in Microsoft Word, Microsoft Excel, and Microsoft Outlook
  • High School Degree; additional qualification as an Administrative Assistant will be a plus


  • This position will be working in a typical office setting, with no extremes in temperature or lighting
  • Applicants should be able to work with equipment typically found in an office and should be able to perform the essential functions of the job, with or without accommodation. Possible accommodations needed should be discussed prior to the onset of employment and/or the interview process.
  • Ability to lift 30lbs
  • Driver’s license to run errands as needed (if you have a car, that’s a plus)


  • Department/Program: Administration
  • Supervisor/Reports to: Operations Manager
  • Classifications: Full time, Non-Exempt
  • Compensation: $25.00 per hour
  • Schedule: Monday to Friday; 8am to 5pm (Schedule subject to change depending on needs)

If you are interested in this position, please reply with your resume and professional references. Phone calls or office drop-ins will not be accepted

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the employees assigned to this job.

NICOLEHOLLIS is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender identity, gender expression, sexual orientation, age, national origin or disabilities. Services are available upon request to individuals with disabilities; please let us know if you need accommodations for the interview process.

Job Type: Full-time

Pay: $25.00 per hour

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