Description

Office Management

Coordination of any issues in regards to the normal operations of the office (electrical, plumbing, landlord, etc.)Facilitate maintenance of studio for optimal performance and appealManage offsite storage of recordsMaintain vendor management and purchase oversight for the facilities in NY and SF; doing research, cost analysis, and awarding contractsReview and approve vendor invoices for all expendituresLiaison with LandlordOversight and Organization of 'Teams' and Mentor/Mentee Relationships (with D of O)Act as the Office Social Events Coordinator: Monthly Office Meetings, Partner-Associate Retreat/Quarterly Meetings, Afterwork Outings, Holiday Party, Lunch n' Learn EventsOrganization of Architecture Licensure examination candidates status/AXP hours (with relevant Mentor/PM)

Human Resources

Coordinate the new hire onboarding process [orientation and training] and exit processMaintain historical human resource records; keeping past and current recordsAdminister annual employee reviewsEnsure legal compliance by monitoring and implementing applicable human resource federal, state and local requirementsMaintain employee benefits programs; recommend benefit programs to management; direct the processing of benefit claims; obtain and evaluate benefit contract bids; award benefit contractsMaintain and update employee policies and proceduresAnalyze and identify various HR data and trendsCoordinate 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 lettersEngage 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: Client/Consultant interface to coordinate meeting times/locations/logistics, as wellAwareness of 'landscape' of project and other initiatives responsibilities, to assist with prioritization of focus for PrincipalsTravel Management and Coordination: Flights, Hotels, Misc. out-of-town issuesProvide project assistance and research as neededProvide administrative support for offsite meetings, events, and retreatsPrepare expense reports (monthly) and timesheets (bi-monthly)Manage contacts databaseUndertake miscellaneous reasonable personal errands and tasks as neededAssist with client relations – handle calls, follow-ups, and the coordination of meetingsDraft general correspondence (letters, transmittals, emails)

Skills

Executive support/assistanceHuman resource managementOffice managementBenefits administrationCalendar managementMicrosoft Office Suite

Additional Skills & Qualifications

Bachelor's degree or equivalent experience in office management, business administration, or a related fieldProven experience as an office manager, executive assistant, or in a similar roleExcellent organizational and multitasking abilitiesStrong written and verbal communication skillsAbility to work independently and as part of a teamInterest in architecture and design is a plus

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 San Francisco,CA.

Application Deadline

This position is anticipated to close on Feb 26, 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\n

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:

\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\n

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.

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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 for other accommodation options.

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