Executive Assistant

Executive Assistant (San Francisco) SGPA Architecture and Planning is a leading architectural design firm with offices in San Diego, San Francisco, and San Luis Obispo.
For over 50 years, we’ve become specialists in projects that feature or blend retail, residential, education, senior living, and wellness.
Our practice, committed to enhancing the quality of people’s lives through smart design, is rooted in creative approaches, effective management, and technology.
As a mid-sized firm, we’re small enough to offer individual guidance and access to principals’ expertise, yet large enough to engage in high-profile projects.
SGPA’s projects have repeatedly received national recognition and awards for design excellence, however our greatest honors come from clients who continue to return with new assignments.
We are currently seeking a motivated Executive Assistant to join our team for a full-time position in downtown San Francisco.
POSITION: Executive Assistant REPORTS TO: San Francisco Office Director, San Diego Office Manager WORKS FOR: President, Director of San Francisco Office Director SKILLS: Strong organizational skills; excellent English, grammar, and writing skills; flexible, self-motivated; helpful phone manner; excellent Microsoft Office skills; Objectives Provide administrative support to assist Directors, Principals, and Project Managers in utilizing their time most efficiently and effectively.
Manage and track the distribution, processing, and collection of Client Agreements.
Provide primary project administration support.
Be knowledgeable of all office and administrative procedures in order to effectively provide administrative support.
Create new procedures and organizational documents as needed.
Ensure proper operation of all office equipment and provide oversight of all office programs (benefit packages, orientations, special events).
Perform receptionist duties as needed to represent the San Francisco Office to our Clients, Consultants, Vendors and the general public.
Duties/Responsibilities Provide administrative support to Directors, Principals, and Project Managers.
Word processing of correspondence; meeting minutes, project notes, drawing notes, proposals, agreements and scopes, composition of correspondence as required.
Be knowledgeable about Director’s, Principal’s, and Project Mangers’ activities/ whereabouts at all times.
In their absence, provide assistance to caller handling inquiries and requests.
Provide organizational assistance for Directors, Principals, and Project Managers as needed.
Oversee production, coordination, and management of all Client Agreements.
Ensure consistency of format and language of Client Agreements.
Coordinate Requests for Proposals with Consultants.
Coordinate contractual context with San Diego and ensure all original signed agreements are forwarded to San Diego.
Prepare and monitor agreement processing schedules.
Provide Office Administrative Support.
Manage/insure maintenance of office electronic filing and archive systems.
Interface with outside vendors, service technicians, and the San Diego Office and maintain records documenting all transactions.
Verify accuracy of all vendor invoices, approve and send to San Diego for payment.
Maintain vendor files and invoice copies.
Overview of purchase of general office equipment, furniture, and supplies.
Maintain petty cash fund, record transactions, and keep adequate supply of cash for normal requirements.
Monitor filing space needs (drawing and document) and put non-current information in storage.
Maintain archive file storage and logs.
Prepare and maintain organizational documents as needed.
Compose and place employment advertising at the request of Directors.
Coordinate with San Diego office to maintain and provide an on-boarding package for all new employees.
Oversee scheduling and coordination of social and staff functions and events.
Coordinate meetings as requested.
Special projects as assigned.
Perform receptionist duties as needed to represent the San Francisco Office to our Clients, Consultants, Vendors, and the general public.
Answer telephone; direct calls to the appropriate party.
Greet Clients in a professional manner and offer refreshments.
Maintain the conference room and coffee area in a clean and orderly fashion.
Open, date stamp, and distribute mail and incoming packages.
Assist with the coordination of outgoing packages/mail.
Assist San Diego office with telephone support as needed.
Qualifications should include the following: Highly organized with attention to detail Collaborative and teamwork ethic Professional communication skills (written and spoken) Ability to work well and prioritize in a deadline intensive environment Flexibility and willingness to assist others while maintaining a positive attitude Ability to take direction and learn quickly Capabilities in scheduling and the coordination of teams and staff Review of invoices and payment coordination with accounting Microsoft 365 experience: Outlook, Excel, and Word etc.
Architectural background or Architect or Construction Contract Processing industry knowledge is a plus Other industry software experience like Deltek Ajera, Zoom, Box, Autodesk, OneNote, Bluebeam, Adobe Creative Suite experience is a plus Event planning is a plus Our Office Culture We are proud to support our teams work-life balance by offering flexible and remote work hours.
Our unique office schedule of 7:30am to 5:30pm Monday to Thursday allows you to enjoy longer weekends, as the office closes at 11:30am every Friday.
SGPA values the mental and physical health of our teams and discourages staff from working over 40 hours a week.
Professional Development SGPA offers a Mentorship Program, an Associates Program, SGPA Academy, and ARE Study Groups to promote staff growth and professional development.
SGPA recognizes the contributions of our current and future leaders through appointment to the Associates Program.
Associates who perform successfully can grow to Senior Associate, Associate Principal, and Principal.
The purpose of the Associate’ program is to lead the charge for the betterment and growth within SGPA.
Associates are expected to continually drive change, inspire new ideas, and improve processes within the firm.
Additional Benefits of joining our team We offer a comprehensive benefits package including 401k, medical, dental, paid vacation, group life insurance, paid family leave, disability, flexible spending options and annual holiday time off.
Capable and enthusiastic job performance will be rewarded with opportunity and responsibility.
SGPA Hires for Careers not Projects: SGPA is proud to be an Equal Opportunity Employer and recognizes that our talented team members are our best resource.
We value diversity in backgrounds and in experiences to cultivate a team that can achieve our mission of Enriching Life Through Design.
We fully support the career growth and professional goals of our team, and our preference is always to promote from within.
Leadership opportunities are available on an equitable performance basis and firm leadership are dedicated to cultivating talent through mentorship, training, and hands on experience.
Please submit cover letter and resume in PDF format to SGPA Human Resources at Careers@sgpa.
com.
Salary Range for this position is $50,000 – $80,000+ commensurate with experience.
For more information or other career opportunities, please visit https://sgpa.
com/careers.
No phone calls, please.