Description
OFFICE MANAGEMENT:
•\tPhysical Office infrastructure maintenance
o\tCoordination of any issues in regards to the normal operations of the office (electrical, plumbing, landlord, etc.)
o\tFacilitate maintenance of studio for optimal performance and appeal
o\tManage offsite storage of records
•\tProvisioning for Office
o\tMaintain vendor management and purchase oversight for the facilities in NY and SF; doing research, cost analysis, and awarding contracts
o\tIdentify solutions for process inefficiencies
o\tReview and approve vendor invoices for all expenditures
•\tLiaison with Landlord
•\tOversight and Organization of 'Teams' and Mentor/Mentee Relationships (with D of O)
•\tOffice Social Events Coordinator:
o\tMonthly Office Meetings
o\tPartner-Associate Retreat/Quarterly Meetings
o\tAfterwork Outings
o\tHoliday Party
•\tOffice Professional Events/Organizations Coordinator:
o\tLunch n' Learn Events
o\tOrganization of Architecture Licensure examination candidates status/AXP hours (with relevant Mentor/PM)
•\tCoordinate office-wide staffing with Director of Operations
•\tOrganize and Oversee Annual Client Gift dissemination process:
o\tWork with Marketing Manager to select gift
o\tWork with PMs/Principals to flesh out distribution list
o\tAssemble and Ship all gifts
HUMAN RESOURCES:
•\tEmployee Relations
o\tCoordinate the new hire onboarding process [orientation and training] and exit process
o\tCoordinate special events, morale building functions, and various programs to boost the quality of the workplace
o\tCounsel employees with any questions or concerns relating to human resources
o\tMaintain historical human resource records; keeping past and current records
o\tAdminister annual employee reviews
o\tCoordinate requisite work visas and administrative work for employees, as needed
•\tInterpreting Company Policies & Practices (potential coordination of outsourced role – TBD)
o\tEnsure legal compliance by monitoring and implementing applicable human resource federal, state and local requirements
o\tMaintain employee benefits programs; recommend benefit programs to management; direct the processing of benefit claims; obtain and evaluate benefit contract bids; award benefit contracts
o\tMaintain and update employee policies and procedures
o\tAnalyze and identify various HR data and trends
•\tRecruiting
o\tCoordinate 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\tEngage with Director of Operations to schedule and coordinate interviews with potential applicants.
EXECUTIVE ASSISTANT TO PRINCIPALS:
•\tProactively Manage Schedules and Provide Coordination between Principals/Staff:
o\tClient/Consultant interface to coordinate meeting times/locations/logistics, as well
•\tAwareness of 'landscape' of project and other initiatives responsibilities, to assist with prioritization of focus for Principals
•\tTravel Management and Coordination:
o\tFlights
o\tHotels
o\tMisc. out-of-town issues
•\tProvide project assistance and research as needed
•\tProvide administrative support for offsite meetings, events, and retreats
•\tPrepare expense reports (monthly) and timesheets (bi-monthly)
•\tManage contacts database
•\tUndertake miscellaneous reasonable personal errands and tasks as needed
•\tOversee general office duties
•\tAssist with client relations – handle calls, follow-ups, and the coordination of meetings
•\tDraft general correspondence (letters, transmittals, emails)
•\tRenew and maintain Principal and firm licenses
o\tState-by-State for each Principal
o\tNCARB records
o\tBusiness 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.
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\n \n About Aston Carter:\n
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.
\n Diversity, Equity & Inclusion\nAt Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\nThe 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.
\nIf 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 for other accommodation options.
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