Executive Assistant / Office Manager

POSITION SUMMARY

The Executive Assistant / Office Manager is responsible for general office organization, administrative duties, and other miscellaneous duties to support the Principal and ABD STUDIO. Customer service is a priority as the Executive Assistant / Office Manager will be the first point of contact for all visitors to the design studio. 

DUTIES and RESPONSIBILITIES include but are not limited to:

• Direct Support of the Principal:

  • Strategically organize and manage Principal’s calendar and continuously confirm all appointments

  • Draft emails and handle correspondences on Principal's behalf when appropriate

  • Coordinate & carry out personal tasks for Principal as needed

• Travel Planning & Support:

  • Coordinate travel details for Designer shopping trips, site visits, and installations including booking and managing hotels, flights, meals, and other travel-related needs

  • Organize and submit travel-related expenses

• Office Management:

  • Complete all opening and closing office procedures daily

  • Monitor and order office supplies continuously

  • Answer the phone and check ABD STUDIO voicemail daily, greet office visitors

  • Carry out daily administrative duties such as printing, filing, and general organization of the office

  • Support team mailing needs, including:

    • Open and distribute delivery of mail daily

    • Open and inspect any client deliveries sent to the office, label and organize boxes within the office, inform Expeditor of what has arrived and share photos to show its condition

    • Deliver/pick up items as needed from various showrooms and vendor workrooms

  • Support Design Assistant with the design library, including organizing received samples and assisting with sample returns

  • Gather beverages and refreshments (charcuterie) and setup conference room for all Client meetings 

• Administrative Support:

  • Maintain office calendar, including:

    • Schedule vendor presentations

    • Confirm all client meetings

    • Schedule photo shoots with photographer, florist, client, and all parties as needed

    • Coordinate bimonthly team outings and end of year celebrations

  • Maintain company contact database

  • Pay office bills; Scan, file and tag office expense receipts

  • Coordinate, purchase and mail / deliver Client gifts, holiday gifts, and employee gifts

  • Keep install kit and site visit bag stocked and organized 

  • Offer in-house tech support and coordination with outside tech support team on larger issues

  • Maintain ABD Inventory items

  • Manage Administrative Intern as applicable and needed

  • Assist with on-boarding of new staff members
     

SKILLS AND ABILITIES

• Highly organized and proactive

• Excellent creative problem solving and time management skills

• Ability to multitask and work in a fast-paced environment

• Clear and concise communication skills, both verbal and written

• Ability to interact with management, and peers in a professional and supportive manner

• Self-driven, responsible, and independent as well as team-oriented

• Able to take direction and constructive feedback

• Enthusiastic, resourceful and dependable

• Confident and assertive 

• Eager to learn and implement systems

QUALIFICATIONS

• At least 4-5 years of relevant EA specific experience

• Able and willing to work 5 days / week in San Francisco office

• Interior Design industry experience is helpful, but not necessary

• Proficiency with Google Suite 

• Must have access to a reliable car, valid driver’s license and insurance. Mileage is reimbursed.

BENEFITS

• Competitive salary

• Medical, dental, and vision insurance

• 401k benefit

• Vacation and paid holidays

• Continuing education reimbursement