Administrative Assistant (to C-Suite)

Nicolehollis; San Francisco (CA); On-site; USD 125,000 - 150,000; Full time

Job summary

A dynamic role as an Administrative Assistant to C-Suite executives is available within a leading firm in San Francisco. The position requires strong communication and organizational skills, with responsibilities including handling confidential information, travel coordination, and day-to-day support tasks. This opportunity offers competitive hourly compensation, full healthcare coverage, and a supportive working environment.

Benefits

Full Healthcare Coverage

401(k) with Safe Harbor Matching

Monthly Cell Phone Stipend

Paid Time Off

Qualifications

• Minimum of 2 years of experience in an administrative position.
• Excellent verbal and written communication skills required.
• Ability to work autonomously as well as part of a team.

Responsibilities

• Handle sensitive information in a confidential manner.
• Assist Executives with scheduling and travel coordination.
• Provide front-desk support and maintain professional communication.

Skills

Analytic skills

Communication skills

Customer service skills

Problem-solving skills

Interpersonal skills

Education

High School Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Zoom

Job description

Administrative Assistant (to C-Suite)

Department: Overhead (Operations)

Employment Type: Full Time

Location: San Francisco, CA

Reporting To: Chief of Staff

Compensation: $32.00 - $38.00 / hour

Description

Administrative Assistant to C-Suite duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports Executives, Chief of Staff (COS) and employees through a variety of tasks. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Excellent verbal and written communication skills required to ensure that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. This position will work closely with the Executives and Chief of Staff.

Key Responsibilities

• Carry out administrative duties such as filing, typing, copying, scanning, etc.
• Handle sensitive information in a confidential manner
• Assist with Executives’ travel coordination and scheduling for family and pets with attention to documents related to various location entry requirements
• Run day-to-day errands for Executives and COS, including management of luxury vehicles
• Maintain polite and professional communication via phone, e-mail, and mail
• Provide front-desk support to employees, guests, and clients as needed
• Book conference calls, rooms, taxis, couriers, hotels etc. as needed
• Assist in tracking of billable time and company related expenses
• Organize and schedule meetings and appointments, preventing conflicts
• Coordination with the Operations Team to set up conference rooms for meetings, lunches, etc.
• Reply to email, telephone, or face to face enquiries as needed
• Assist in the preparation of regularly scheduled reports, including organization of documents/files
• Contribute to team effort by accomplishing related results as needed
• Coordination with House Manager for home deliveries and pick-ups
• Coordinate and serve Executive beverages and meals

Skills, Knowledge and Expertise

QUALIFICATIONS

• Keen analytic and problem-solving skills that support and enable sound decision-making.
• Excellent listening, written, and verbal communication skills. The “soft skills” of collaborating, facilitating, and communicating across teams. Ability to build successful relationships at all levels, internally and externally
• Proficient in Zoom, Microsoft Word, Microsoft Excel, and Microsoft Outlook. Ability to pick up new programs quickly and independently
• Good people skills; relate well on phone and in person; demonstrate patience and kindness in all interactions with clients, colleagues, and agency leaders
• Team player who is flexible and adaptable to changing needs
• Ability to work outside typical hours on occasion and provide coverage for COS when they are out-of-office
• Accuracy and attention to detail
• Personal qualities of integrity, credibility, sense of humor.
• High School Degree; Minimum of 2 years of experience in an administrative position.

MINIMUM COMPETENCIES

• Excellent customer service skills; strong interpersonal skills including patience, flexibility, judgment, discretion and tact
• Self-starter with strong independent judgment, discretion and critical thinking; ability to work autonomously as well as part of a team, and to stay focused under pressure
• Ability to organize and manage multiple projects in a very fast-paced, performance-oriented environment
• Meticulous attention to detail and ability to master new tasks quickly
• Excellent communications skills, including the ability to write and edit polished communications
• Ability to translate and enter information quickly and accurately
• Model professional presentation/behavior, exercising discretion and confidentiality
• Ability to work in a multicultural environment with a diverse staff and clientele

PHYSICAL REQUIREMENTS OF THE POSITION

• This position will be working in a typical office setting, with no extremes in temperature or lighting.
• Applicants should be able to work with equipment typically found in an office and should be able to perform the essential functions of the job, with or without accommodation. Possible accommodation needed should be discussed prior to the onset of employment and/or the interview process.
• Ability to lift 30lbs and transport items in and out of vehicles. Ability to work on feet/run errands for 4+ hours per day as needed. Ability to sit at a desk for 6+ hours per day.
• Driver’s license and vehicle required to run errands. Clean driving record.

Benefits

• Full Healthcare Coverage (Medical, Dental, Vision, Life, LTD)
• 401(k) with Safe Harbor Matching
• Traditional IRA Savings Account
• Pre-Tax Flexible Spending Account
• Commuter Benefits
• 529 College Savings Program
• Monthly Cell Phone Stipend
• Monthly Fitness Stipend
• Selected Professional Development Programs
• Paid Holidays
• Paid Time Off