Local applicants only (Bay Area).
Job Description:
The Executive Assistant enhances the Founder's and Design Studio Director's effectiveness by providing general management support; representing the Founder & Director to others.
Job Responsibilities:
• Maintain Founder & Director's appointment calendars by planning and scheduling meetings, conferences, teleconferences, and business travel.
• Acts as the point of contact between the Design Studio office and clients focusing on maintaining both leaders' schedules, meetings and appointments with precise preparation and punctual reminders.
• Produces and facilitates internal communication by transcribing, recording, and formatting, meeting discussions and notes to produce reports, presentations and briefs.
• Conserves Founder's and Director's time by reading, researching, and routing correspondence, drafting letters and documents, and collecting and analyzing information to provide abbreviated methods for decision making, solutions, and efficient processes.
• Accompanies the Founder and Director to external meetings, field visits, new leads and any related business development activities.
• Supports the Marketing Department by managing TFLA’s social media profiles and presence, including Facebook, Instagram, Houzz, LinkedIn, TFLA website and any future channels.
• Field marketing related inquires to determine the appropriate course of action, referral and/or response.
• Collaborates with the Design Studio to provide support for new lead attendance, proposal writing and scheduling.
• Welcomes guests and clients by greeting them, in person or on the telephone, answering or directing inquiries and transcribing messages.
• Orchestrates company events for holiday celebrations, staff appreciation and recognition, and key staff meetings. Events include but are not limited to: Company summer picnic and holiday party.
• Interacts with clients and vendors (as needed) to understand current issues/situation(s) to draw upon feasible solutions keeping with the best management practices of TFLA.
• Maintains the organization and cleanliness of all office spaces and equipment storage on a daily basis, including coordinating with the Office Administrator to keep office supplies stocked and available for company use.
Job Qualifications:
• Proven experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Knowledge of office procedures.
• Solid experience with office management systems and/or related management systems.
• Strong communication skills (via phone, email and in-person).
• Familiarity with online calendars and cloud systems.
• Experience using office equipment, including printers and fax machines.
• Experience exercising discretion and confidentiality with sensitive company information.
• College degree and additional qualifications as Personal Assistant or Secretary are a plus.