Description

OFFICE MANAGEMENT:

• Physical Office infrastructure maintenance

o Coordination of any issues in regards to the normal operations of the office (electrical, plumbing, landlord, etc.)

o Facilitate maintenance of studio for optimal performance and appeal

o Manage offsite storage of records

• Provisioning for Office

o Maintain vendor management and purchase oversight for the facilities in NY and SF; doing research, cost analysis, and awarding contracts

o Identify solutions for process inefficiencies

o Review and approve vendor invoices for all expenditures

• Liaison with Landlord

• Oversight and Organization of 'Teams' and Mentor/Mentee Relationships (with D of O)

• Office Social Events Coordinator:

o Monthly Office Meetings

o Partner-Associate Retreat/Quarterly Meetings

o Afterwork Outings

o Holiday Party

• Office Professional Events/Organizations Coordinator:

o Lunch n' Learn Events

o Organization of Architecture Licensure examination candidates status/AXP hours (with relevant Mentor/PM)

• Coordinate office-wide staffing with Director of Operations

• Organize and Oversee Annual Client Gift dissemination process:

o Work with Marketing Manager to select gift

o Work with PMs/Principals to flesh out distribution list

o Assemble and Ship all gifts

HUMAN RESOURCES:

• Employee Relations

o Coordinate the new hire onboarding process (orientation and training) and exit process

o Coordinate special events, morale building functions, and various programs to boost the quality of the workplace

o Counsel employees with any questions or concerns relating to human resources

o Maintain historical human resource records; keeping past and current records

o Administer annual employee reviews

o Coordinate requisite work visas and administrative work for employees, as needed

• Interpreting Company Policies & Practices (potential coordination of outsourced role – TBD)

o Ensure legal compliance by monitoring and implementing applicable human resource federal, state and local requirements

o Maintain employee benefits programs; recommend benefit programs to management; direct the processing of benefit claims; obtain and evaluate benefit contract bids; award benefit contracts

o Maintain and update employee policies and procedures

o Analyze and identify various HR data and trends

• Recruiting

o Coordinate the hiring/recruiting process under Director of Operations management. Post job descriptions on selected professional job boards, review and screen resumes for Director of Operations, assist in the shortlisting and screening of applicants, track applicants, create and send offer letters

o Engage with Director of Operations to schedule and coordinate interviews with potential applicants.

EXECUTIVE ASSISTANT TO PRINCIPALS:

• Proactively Manage Schedules and Provide Coordination between Principals/Staff:

o Client/Consultant interface to coordinate meeting times/locations/logistics, as well

• Awareness of 'landscape' of project and other initiatives responsibilities, to assist with prioritization of focus for Principals

• Travel Management and Coordination:

o Flights

o Hotels

o Misc. out-of-town issues

• Provide project assistance and research as needed

• Provide administrative support for offsite meetings, events, and retreats

• Prepare expense reports (monthly) and timesheets (bi-monthly)

• Manage contacts database

• Undertake miscellaneous reasonable personal errands and tasks as needed

• Oversee general office duties

• Assist with client relations – handle calls, follow-ups, and the coordination of meetings

• Draft general correspondence (letters, transmittals, emails)

• Renew and maintain Principal and firm licenses

o State-by-State for each Principal

o NCARB records

o Business licenses, as needed by state

Skills

human resource management, office management, executive support, benefits administration, recruiting, Calendar management, Outlook, Administrative support, expense management

Top Skills Details

human resource management,office management,executive support

Additional Skills & Qualifications

Bachelor's degree or equivalent experience in office management, business administration, or a related field.

Proven experience as an office manager, executive assistant, or in a similar role.

Excellent organizational and multitasking abilities.

Strong written and verbal communication skills.

Proficiency in Microsoft Office Suite and office management software.

Ability to work independently and as part of a team.

Interest in architecture and design is a plus.

Experience Level

Intermediate Level

Pay and Benefits

The pay range for this position is $100000.00 - $140000.00/yr.

Competitive salary and benefits package.Opportunities for professional development and growth.Collaborative and creative work environment.Convenient location in the heart of San Francisco.

Workplace Type

This is a fully onsite position in Oakland,CA.

Application Deadline

This position is anticipated to close on Feb 17, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.