Executive Assistant to CEO/Office Manager

Position Summary:

Executive Assistant/Office Admin – Reporting directly to the Founder and CEO, the Executive Assistant/Office Manager provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external clients on all matters pertaining to the operations of the company. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates management outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant/Office Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Minimum of 3 years’ experience in similar role.

Job Duties & Responsibilies:

Job duties include but are not limited to:

• Support CEO with a high volume of email and calendar management, expense reports; detailed travel planning, itinerary creation and preparation.

• Provides CEO with extreme confidentiality.

• Provides a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

• Works closely and effectively with the CEO to keep staff well informed of upcoming commitments and responsibilities. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.

• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Must have strong organizational skills and be detail-orientated.

• Liaise with bookkeeper – manage office invoices/billings/payment to vendors.

• Administrative support – sorting mail, liaise with vendors, filing as well as create systems to keep the office organized and efficient.

• Reception – answering the phone and greeting clients.

• Professional phone and writing skills. Ability to draft professional memos, letters and other business documents as needed.

• Must know Microsoft office, knowledge of graphics program and Quickbooks a plus.

• Creation of presentations (Powerpoint) and sales kits.

• Keeper of company’s contact database – data entry.

• Tech savvy – able to do light IT troubleshooting and coordinate with outside vendors to address technical issues.

• Support agency charitable giving efforts.

• Handling event logistics on behalf of CEO.

• Light support of personal life management for CEO –dog care/errands –only as needed

Job requirements:

• 40 hours a week.

• Weekend and evening work as needed.

• Computer savvy.

• Inter and intra personal skills.

• Articulate with great phone manners.

• Entrepreneurial spirit.

• Budget-conscious.

• Resourceful and organized.

• Able to juggle multiple projects and priorities.

• Interest in hospitality marketing and public relations a plus.

• Bachelor’s Degree from an accredited university, 3 years related experience.

Physical Capabilities:

• Ability to stand on feet for 3-4 hours at a time without rest.

• Lift a boxes and/or office equipment weighing up to 40 lbs.

• Ability to sit in an office chair for 2-8 hours at a time while typing or answering the phone.

• Ability to multi-task and manage time in high pressure, fast paced environment.

Job Type: Full-time

Salary: $23.00 to $27.00 /hour

Experience:

• Administrative Support: 3 years (Preferred)
• Executive Support: 3 years (Preferred)

Location:

• San Francisco, CA (Required)

License:

• California (Required)

Work authorization:

• United States (Required)

Additional Compensation:

• Commission
• Bonuses
• Store Discounts

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off
• Parental leave
• Professional development assistance

Typical start time:

• 9AM

Typical end time:

• 6PM

This Job Is:

• Open to applicants who do not have a college diploma

Schedule:

• Monday to Friday