Administrative Assistant (Start Date 06/01/23)
POSITION SUMMARY The Administrative Assistant is responsible for general office organization, administrative duties, and other miscellaneous duties to support the Principal and ABD STUDIO. Customer service is a priority as the Administrative Assistant will be the first point of contact for all visitors to the design studio. DUTIES AND RESPONSIBILITIES include but are not limited to:
- Monitor and order office supplies as needed
- Answer the phone, greet guests, distribute daily delivery of mail
- Scan, file and tag office expense receipts
- Pay bills; save receipts as necessary
- Draft emails for Principal when appropriate
- Maintain calendar for Principal
- Enter new contacts into CRM database (Monday.com)
- Coordinate travel details for Designer shopping trips, site visits, and installations
- Maintain fabric library and fabric returns to San Francisco Design Center
- Keep install kit and site visit bag stocked and organized
- Schedule vendor presentations
- Open and inspect any client deliveries sent to the office, label and organize boxes within the office, inform Expeditor of what has arrived and share photos to show its condition
- Schedule photo shoots with photographer, florist, client, all parties
- Coordinate, purchase and mail / deliver Client gifts, holiday gifts, and employee gifts
- Coordinate mass emails and monthly mailings
- Coordinate press packets and brochure packets to business development contacts
- Gather beverages and refreshments (charcuterie) and setup conference room for all Client meetings
- Coordinate printing of Design Presentations
- Deliver / pick up items as needed from various showrooms and vendor workrooms
- Coordinate monthly office outings and end of year celebrations
- Assist Principal with Press/Marketing efforts
- Offer in-house tech support and coordination with outside tech support team on larger issues
- Assist with on-boarding of new staff members
- Manage Inventory
- Manage Administrative Intern as applicable and needed SKILLS AND ABILITIES
- Highly organized with excellent creative problem solving and time management skills
- Ability to work in a fast paced environment
- Clear and concise communication skills, both verbal and written
- Ability to interact with management, and peers in a professional and supportive manner
- Self-driven, responsible, and independent as well as team-oriented
- Able to take direction and constructive feedback
- Enthusiastic, resourceful and dependable
- Confident and assertive
- Flexible and eager to learn and implement systems QUALIFICATIONS
- At least 2 years working in a small to medium sized office
- Interior Design industry experience is helpful, but not necessary
- Must have access to a reliable car, valid driver's license and insurance. Mileage is reimbursed. Company Description ABD STUDIO is a boutique Interior Design firm based in the Russian Hill of San Francisco focusing in on high-end residential designs.
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