Administrative Assistant

Steinberg Hart•San Diego, CA

22d•Onsite

About The Position

Steinberg Hart is seeking a detail-oriented and proactive Administrative Assistant to join our team! This is an on-site role. Responsibilities: The Administrative Assistant provides executive support to Studio Leaders, office leaders, and the firm as a whole, serving as the primary point of contact for internal and external constituencies at their geographic location. Plays a key role in overseeing all functions in the office. Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. Has the ability to maintain a realistic balance among multiple priorities while self-managing. Use creative thinking to solve problems and create an engaging studio environment.

Requirements

Minimum 5 years of experience as an Administrative Assistant; preferably in the A/E industry.
Proficient in MS Office (Outlook, Word, Excel) and Adobe Creative Suite.
Excellent verbal and written communication skills.
Excellent and warm manner on the phone and in person.
Excellent problem-solving skills.
Must have a strong customer service ethic for internal customers and external customers.
Interpersonal Skills: Effective communication, ability to build rapport and relate well to all kinds of people.
Resiliency: The ability to quickly recover from adversity.
Flexibility: Agility in adapting to change.
Self-Management: Demonstrating self-control and an ability to manage time and priorities.
Customer Focus: A commitment to customer satisfaction.
Planning & Organizing: Utilize logical, systematic and orderly procedures to meet objectives.
Written Communication: Able to write clearly, succinctly and understandably.

Responsibilities

Coordinate meetings and activities with office leaders, department leaders, and key business partners related to the overall administration of the office.
Anticipate and solve needs that may come into the Studio Leader or office leader’s sphere of responsibilities.
Prepare high quality documents for clients; correspondence, proposals, and presentations.
Assist Project Managers and PICs with graphic support
Attend project meetings as needed to record minutes and distribute after
Compile budget reports based on information provided from project leaders
Assist with updating project reports
Assisting with project sample boards
Do studio-based expense reports
Responsible for office communications and sensitive information management for Studio Leaders, Principals, and Partners
Proactively handle communication flow via phone, email, letters, and continuous in person communication
Prioritize and ensure that staff, clients, and collaborators are being heard and addressed appropriately.
Responsible for making travel arrangements related to client projects, including detailed itineraries and expense reporting
Manage calendars involving meeting planning and conference calls.
Work with HR Coordinator and HR Administrator to support recruiting efforts by scheduling interviews and assisting any relevant communications
Assist with onboarding and offboarding
Provide employee motivation through ordering food and snacks
Coordinate studio outings and events throughout the year
Schedule internal employee presentations
Coordinate the administrative tasks for the office
Maintain and coordinate print room, office supplies, office equipment inventory, maintenance, and prepares kitchen supplies
Interoffice coordination with office leaders and business services, including coordination of meetings and schedules
Receive and screen incoming calls to the general office number
Liaison for building security to deal with building issues that may impact the office
Evaluate and schedule building maintenance
Evaluate and maintain relationships with vendors
Schedule office cleaning
Interface with building management and janitorial staff
Maintain a vibrant space that encourages creativity, while balancing the need for neat and orderly print areas, kitchen, conference rooms, and common work areas
Coordinate and organize vendor presentations
Facilities and office maintenance
Interface with the public or other people entering from the street
Ensure safety of the entire office environment
Willingness and ability to interface with security or law enforcement if needed
Upkeep of equipment and facilities coordination as needed