EXECUTIVE ASSISTANT
JOB DESCRIPTION
EMPLOYMENT STATUS Full-Time Employee
FULL TIME 40 hrs / wk
LOCATION Santa Barbara, CA
COMPENSATION Commensurate with experience
OVERVIEW
Join a Visionary Design Studio Shaping the Future of Architecture
ANACAPA Architecture is seeking a dynamic and highly organized Executive Assistant to become an integral part of our award-winning Santa Barbara studio. This is a unique opportunity to become a key member of a highly creative, collaborative team shaping the future of design in California and beyond.
As the Executive Assistant, you will be the engine behind the daily operations of the studio, anticipating needs, optimizing systems, and ensuring that both the team and clients experience excellence in every interaction. This is more than a support role—it's an opportunity to partner with our Principal Architect and leadership team in a fast-paced, high-performance environment where creativity and precision drive every project. You’ll work side-by-side with accomplished architects and designers in a fast-paced, detail-driven environment that values initiative, discretion, and creative problem-solving.
A successful Executive Assistant at Anacapa Architecture will skillfully manage all aspects of our day-to-day office functions and proactively assist our team in client service.
Essential Functions of the job include, but are not limited to:
ASSISTANT TO PRINCIPAL
Monitor the Principal Architect’s email
Manage Principal Architect’s Professional and Personal Calendar
Facilitate and schedule meetings
Manage and execute professional and personal travel arrangements
Complete ad hoc personal projects as assigned
Coordinate Marketing, Press, and Social Media Initiatives
NEW BUSINESS
Monitor the New Business email
Respond to new business inquiries
Manage communications with prospective clients
Brief the New Business team on incoming inquiries
Coordinate New Business meetings, site visits, and Zoom calls
Track proposals due, issued, and executed
HUMAN RESOURCES
Manage the careers email and coordinate hiring efforts
File incoming application documents
Facilitate New Hire Onboarding
OFFICE ADMINISTRATION
Ensuring a clean, organized, and professional office environment
Set up in-office meetings
Receptionist duties: answering incoming telephone calls, directing calls and walk-ins, handling public inquiries, and distributing mail to staff
Monitor the general office email inbox
Purchase and restock office supply inventory
Time tracking: ensure staff time sheets are completed weekly
Assist Bookkeeper with Reimbursable expense tracking
Organize and manage office events
Monthly Invoicing & Coordination with Director of Finance
Coordinate staff travel reservations
Support staff with clerical and administrative duties on request
Retrieve plans from City and County departments when applicable
Coordinate office building maintenance
Maintain office vendor relations
EDUCATION/EXPERIENCE REQUIREMENTS:
Bachelor’s Degree
4 years of executive assistant experience
Proficient in Microsoft Office Applications
Knowledge of Adobe Creative Suite is a plus
Previous support in an administrative role
Ability to multitask in a fast-paced environment
Exceptional attention to detail and highly organized
Ability to prioritize and manage work independently
Excellent verbal and written communication skills
Must have a car and a valid driver’s license
Ability to work constructively as a member of a team
Proactive and positive demeanor
BENEFITS
Competitive salary commensurate with experience
Group Health Insurance with Vision and Dental options
Paid Time-Off
401K Plan participation
Education Reimbursement Benefit
Health and Wellness monthly Benefit
Telephone Reimbursement Monthly Benefit
TO BE CONSIDERED
Please email careers@anacapaarchitecture.com with a COVER LETTER and RESUME. Please visit our website and Instagram account to learn more about our work. No phone calls, please.
ABOUT US
Anacapa is a highly progressive architecture and design firm based in Santa Barbara, California, with an office in Portland, Oregon. We are an innovative team of creative young designers who work collaboratively on all our projects.
We are committed to promoting diversity in the workplace.
Website | www.anacapaarchitecture.com
Instagram | AnacapaArchitecture @anacapaarchitecture