Do you consider yourself to be a perfectionist? Do you tend to go above and beyond to get the job done?
If you answered yes to the previous questions, then this may be your lucky day!
We are seeking a polished and professional Office Manager/Executive Assistant to support our Executive Vice President and who will also be responsible organizing and coordinating office operations and procedures. Our ideal candidate will have excellent communication skills and superior organizational and time management skills. In order to succeed in this position, you must possess a keen eye for detail and a great sense of humor. You will be entrusted with confidential matters so discretion and a good sense of judgment are of the utmost importance.
This is a fantastic opportunity to learn about multicultural marketing and advertising from a top Executive. Apply if you are looking for a friendly team environment with opportunity to contribute, learn and grow with a smart agency.
Essential Functions & Responsibilities
Executive Administration
- Provide general administrative support to Executive Vice President, including coordination & scheduling of meetings, maintenance of calendar, assist in creation of presentations and preparation of expense reports
- Shield the executive supported from unnecessary distractions, as tact and judgment dictate
- Complete projects and special assignments by establishing objectives; determining priorities; managing time; delegation; gaining cooperation of others; monitoring progress; problem-solving
- Maintain appropriate files and protect confidential documents and information
- Attend meetings with executive, provide recap notes and follow all action items to completion
Office Management
- Manage day-to-day office operations of the company
- Supervise office staff
- Manage company admin department budget, ensuring efficient department operations and effective cost control
- Design and implement office policies
- Organize office operations and procedures
- Primary liaison with building management and other service providers (internet, phone, etc.). making adjustments to plans
- Ensure cleanliness of common office spaces
- Other duties and projects as assigned by supervisor
- Ability to work well in a fast-paced environment while multitasking and managing multiple priorities
- Self-motivated with an eagerness to learn new tasks and take on new responsibilities
- Proactive with excellent organization and problem-solving skills
- Must exhibit exceptional attention to detail and the ability to meet on-going deadlines
- Endless enthusiasm for your work with a positive "can do" attitude
- Excellent interpersonal and team building skills
- Attention to detail and high level of accuracy a must
- High level of professionalism, including good leadership, time management and organizational skills
- Reliability, dependability a must with a strong sense of accountability
- Technologically savvy -- interest in social media a plus
- Willingness to maintain flexibility in job function
- Bilingual capabilities a plus
- BA in business administration, marketing, advertising, communications or equivalent
- Minimum of 3 years' experience as an office manager in a professional environment
- 2-5 years experience supporting a high level executive
- Must have advertising industry experience
- Prior supervisory experience, including successful track record in mentoring and motivating staff
This is a full-time position. We offer our full-time employees comprehensive benefits (Healthcare, Dental, Vision, 401(k), paid vacation time and a fun work environment.
Our office is situated in a historic red brick building in downtown San Francisco, a block away from the beautiful Embarcadero. Public transportation including Caltrain, BART, MUNI and the best SF restaurants are all just a short walk away from our office. If you are driving, parking is all around.
Please a short cover letter, resume, salary history and salary expectations to the above email address with the subject line "Office Manager/Executive Assistant".
