Executive assistant to a design and architecture firm CEO

EAG Studio is a well-established SF studio with 20+ some members. We specialize in orchestrating full-remodel plans for our clients, including permitting, architecture, interior design, landscaping, construction administration and interiors. Our projects size vary from single family home remodels to multi-family dwellings, including some retail space design, hospitality. mid-rise buildings, and full apartment remodels. EAG Studio oversees over 150 projects at various levels of development. We seek to deliver superior customer service to our clients and to enhance collaboration with builders and other project stakeholders. We put a strong emphasis in value-engineering every aspect of the design to afford a superior end-result. Please visit the websites below to learn more about EAG and see the kind of work we do.

EAG

http://www.eagstudio.com

HOUZZ

http://www.houzz.com/projects/users/eagstudio

FACEBOOK

https://www.facebook.com/EAGstudio/

INSTAGRAM

https://www.instagram.com/eagstudiosf/

THE POSITION

The Executive assistant is a Swiss Army knife role. You would support and report directly to the firm's Principal and collaborate with other executive assistants. The goal of the role is not to create more work for the Principal by having another person to manage. Rather, your purpose is to take tasks away from the Principal by making sure the studio runs efficiently, gradually learning the ways things are best handled with clients and vendors and employees etc, manage the Principal's calendar and ensure emails and other communications are addressed and streamlined, see that meeting notes are taken and organized and actionables distributed, expenses are tracked and invoices prepared, administrative systems and procedures are followed, and vendors and contractors are updated. The is the ultimate job experience in learning how to run an entire business from every aspects. Everyone's ultimate goal is to deliver a superior experience for our clients.

This a hands-on dynamic role that demands exceptional communication, self-direction, adaptability, time management, a desire to follow direction and processes, and letting nothing slip through the cracks. While you'll spend time in the office, you may get dirty by visiting construction sites to take notes and measurements, preparing a last-minute flower arrangement for a photo shoot, or cleaning up a space prior to a client meeting.

Someone who seeks to jump aboard a fast-paced environment and contribute to multiple projects and help them to successful completion, working side by side with a cohesive team and a well-oiled machine that conducts 80+ projects at any given time.

RESPONSIBILITIES

Assist in preparation of daily correspondence and coordination with clients, contractors, vendors, architects, and designers

Take and compile project notes and client status reports

Light bookkeeping including tracking expenses and preparing invoices

Maintains the master task list for current and future activities

Research assistance and placing orders

Scheduling and calendaring

Organizing and keeping a tidy office

General reporting and administrative duties

Ad hoc requests and responsibilities

Assistance with booking travel

Some assistance in the logistical aspects of personal life of the CEO

Issue daily wrap-ups at the end of day so as to stay fully in sync with CEO (we have an efficient way to do that and it only takes a few seconds or minutes)

QUALIFICATIONS

Superior communication and organizational and skills

Strong computer skills mainly using cloud software

Experience with financial software helpful

Independently problem solver that offers solutions for decisions

A keen listener who enjoys following directions, processes, and procedures.

Ability to meet job requirements and requests to achieve deadlines and contribute time needed to do such

Strong attention to details while maintaining consistent work flow

Must have reliable car and insurance

Prior experience in architectural or interior design environment preferred but not essential for the right individual. The ability to read an architectural scale and know how to use a tape measure is a plus.

THE TEAM

Our company seeks to deliver superior customer service to our clients and to enhance collaboration with builders and other project stakeholders. We put a strong emphasis in value-engineering every aspect of the design to afford a superior end-result. We really pay great attention to keeping the remodel a pleasant experience for everyone involved and find solutions to every problem.

The work would include collaborating closely with the firm principal, architects and interior designers on graphical and drafting standards. It would also include interfacing with design team who tend to take the models to a micro level of details mostly on the inside. All of our work is in Revit. The full-service approach and the highly integrated departments tend to set us apart from other firms out there. We also collaborate closely with the builders and see the projects through all the way to the end.

There is possibility to telecommute within the Bay Area at times, but otherwise mostly work from the firm studio on Folsom Street in South of Market (particularly after the pandemic subsides). We are close to the freeways and public transportation. We like to think we offer a pleasant and flexible working environment with a strong emphasis on honesty, flexibility, responsibility and initiative. We encourage professional growth and we make a point to facilitate advancement and reward loyalty. It's a great opportunity to learn the many sides of our business for one who is interested.

The studio has lots of natural light, top of the line computers and height-adjustable desks, tons of natural light and a nice kitchen and lounge, as well as a roof deck. We pay every other week and the salary for this position will vary based on skills. Our wages are competitive. We periodically revise salaries based on performance. The position is opened so we could potentially start shortly. 75% of our work is located in San Francisco.

The hours for the position are flexible. Full-time is preferred and part-time can be considered. We are mainly looking for someone with the same inherent client focus approach as we do, someone who demonstrates a strong interest in design as well as project management, and someone who possesses solid communication and computer skills.

We are looking for someone who is detail oriented. Candidates must have excellent communication, interpersonal and organizational skills. Our team consists of talented, resourceful, positive, tenacious and self-guided individuals, and we look for much of the same in this position.

REQUIREMENTS

This role takes place at our studio, unless specific takes on the road with the CEO or getting to projects and such. No telecommuting except on very rare occasions, as the this role is to complement the CEO's absence when in the field or such and to work closely with the team. You need to possess strong typing skills, good familiarity with some graphic tools. You will need a driving license in good standing and your own vehicle. We will look out for an individual with strong communication skills, who seeks to understand the design and construction process. Pragmatism and a natural inclination for achieving a careful balance between originality and feasibility is required, as well as a strong desire to stay in this role for a long time while compensation augments. We hope to find someone who is pleasant to work with, committed to the success of the company and seek ways to relieve the CEO wherever possible, and enjoys collaborating in a team both in person. This role is expected to take require 40 hours a week, or more if one wishes to do over time as desired whenever appropriate but rarely required.

BENEFITS

After the probation periods, benefits such as those will be offered

Contribution towards EAG’s health care plans should you wish to join it

Telecom expenses contribution (like your mobile phone)

Paid vacation/personal/holiday/sick days

Commuter contribution

Pension plan contributions

Profit-sharing plans (whenever applicable)

Continuing education contributions (whenever applicable)

and several more

APPLICATION PROCESS

If you meet the requirements listed above, please point your browser to this link to submit an application.

http://apply.exec.eagstudio.com

Please do not send your resume by email. We will ask for your resume/portfolio further down the road should your candidacy be considered. Only complete job applications coming through this form will be considered.

We kindly ask that you do not call nor email unless we contact you first.

Be assured that every single application is carefully reviewed and should your application be considered, we will reach out to you within 2 weeks at most.

Thank you for your time!