Job Description

We are seeking a bright, organized, and driven Executive Assistant and calendaring expert to support the very busy Founder/Principal of Sutro Architects, a San Francisco-based boutique architecture firm. We are a design-obsessed group that rewards industrious, intuitive, and motivated self-starters no matter their role in the organization.

Our principal is looking for someone with a vibrant, friendly, and polished demeanor to manage his calendar and correspondence with a proactive and enthusiastic attitude. In conjunction with scheduling, this person will play an integral part in all client services and new project pipeline initiatives. This is a high-touch role because not only will you be handling everyday executive assistant responsibilities, you will also often be the first point of contact with (and make the firm’s first impression on) new clients.

While we are currently working from home due to COVID, we plan to return to the office under a hybrid model of remote and in-person work as soon as it is safe to do so. We’re flexible regarding remote work as long as the duties of the role are being expertly fulfilled.

While this role is primarily focused on supporting the principal by way of scheduling and client relations, there is plenty of growth in other areas if we hire a candidate with interest in taking on more responsibility! Marketing, social media management, studio management, business development, and community outreach are just a few potential opportunities for additional advancement.

Job Title: Executive Assistant

Reports to: Principal and Studio Operations Director

Position: Regular Full-Time

Location: San Francisco, with the possibility of working from home

Package: Competitive Salary & Full Benefits (100% premiums for medical, dental, vision); Bonus; Paid holidays; 401K plan with matching; opportunities for professional growth

Culture: Client-oriented. Collaborative. Fast-paced. Design-obsessed. Professional.

PRIMARY RESPONSIBILITIES:

● Calendar and time management for the principal (who lives and breathes by his calendar!)

● Ownership of the principal’s schedule: schedule meetings, foresee scheduling conflicts, anticipate issues, communicate consistently (internally with team and externally with clients), and ensure efficiency

● Facilitate meeting coordination with all involved parties (clients, partners, vendors)

● Process, prioritize, and manage principal’s email and client correspondence

● Organize and prepare materials for client meetings

● Answer phones and greet guests and clients with a high-touch approach to communication and interaction

● Track new project leads and streamline the new business pipeline

● Maintain and update project management and client database

● Coordinate travel arrangements when needed

● Assist the principal and operations director on a project by project basis

REQUIREMENTS:

● Strong time management and organization skills with keen attention to detail

● Excellent verbal and written communication skills

● Exceptional customer service, interpersonal skills, and professionalism

● Proactive self-starter with high sense of urgency

● Creative problem solver and ability to multitask

● Mastery of Outlook, Microsoft Office Suite, and Google Drive

● Minimum 3 years Executive Assistant experience

● Experience in architecture, design, or construction industry preferred, but not required.

● Interest in design is a must!

Company Description

Established in 2005, Sutro Architects is a San Francisco-based boutique architecture and interior design firm specializing in custom residential and unique commercial and institutional projects. With offices in San Francisco and Healdsburg, our work spans in style from contemporary to classic and in location from city to country. We believe that the foundation of a successful project is a strong team. We pride ourselves on collaboration with accomplished owners, contractors, and consultants in a process that is informed and rewarding. Our mission is not just to meet, but to consistently exceed, client expectations. Please check out our portfolio at www.sutroarchitects.com.