Executive Assistant/Office Manager
HFA International - Piedmont, CA

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Seeking an Executive Assistant/Office Manager to provide full office support for small and diverse Architectural Firm with high exposure projects and varied activities.

Responsibilities of the position include, but are not limited to:

  • Support Principal in managing projects, including daily interaction with vendors, subcontractors and clients
  • Maintain schedules and calendars, answer phones, organize meetings and manage day-to-day office activities
  • Handle travel arrangements, including airline reservations, hotel accommodations, car rental reservations, car service arrangements and driving directions as needed
  • Perform bookkeeping in Quickbooks
  • Manage the daily schedule of Principal; anticipate necessary background material, logistics and other items
  • Process and track expense reports and reimbursements
  • Prepare invoices and manage receivables
  • Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling
  • Assist in presentation preparation
  • Provide core administrative support such as server organization/filing, document management and copying
  • Perform ad hoc projects as needed.

Skills and Requirements:

  • College degree preferred or equivalent experience
  • Superior skills in MS Office
  • Strong analytical, interpersonal and communication skills
  • Excellent organizational skills; detail oriented
  • Strong time management skills; ability to handle multiple concurrent assignments with a high degree of accuracy and meet deadlines in a high pressure environment
  • High energy level
  • Excellent phone manner
  • Self-starter with the ability to work independently and with minimal guidance
  • Experience with Quickbooks, Photoshop, Adobe Professional is preferred