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.