Executive Assistant

EXECUTIVE ASSISTANT

EMPLOYMENT STATUS Full-Time Employee

FULL TIME 40 hrs / wk

LOCATION Santa Barbara, CA

COMPENSATION Commensurate with experience

OVERVIEW

ANACAPA Architecture is seeking a dynamic and highly organized Executive Assistant to become an integral part of our award-winning Santa Barbara studio. This is a unique opportunity to become a key member of a highly creative, collaborative team shaping the future of design in California and beyond.

As the Executive Assistant, you will be the engine behind the daily operations of the studio, anticipating needs, optimizing systems, and ensuring that both the team and clients experience excellence in every interaction. This is more than a support role—it's an opportunity to partner with our Principal Architect and leadership team in a fast-paced, high-performance environment where creativity and precision drive every project. You’ll work side-by-side with accomplished architects and designers in a fast-paced, detail-driven environment that values initiative, discretion, and creative problem-solving.

A successful Executive Assistant at Anacapa Architecture will skillfully manage all aspects of our day-to-day office functions and proactively assist our team in client service.

Essential Functions of the job include, but are not limited to:

ASSISTANT TO PRINCIPAL

·        Monitor the Principal Architect’s email

·        Manage Principal Architect’s Professional and Personal Calendar

·        Facilitate and schedule meetings

·        Manage and execute professional and personal travel arrangements

·        Complete ad hoc personal projects as assigned

·        Coordinate Marketing, Press, and Social Media Initiatives

NEW BUSINESS

·        Monitor the New Business email

·        Respond to new business inquiries

·        Manage communications with prospective clients

·        Brief the New Business team on incoming inquiries

·        Coordinate New Business meetings, site visits, and Zoom calls

·        Track proposals due, issued, and executed

HUMAN RESOURCES

·        Manage careers email and coordinate hiring efforts

·        File incoming application documents

·        Facilitate New Hire Onboarding

OFFICE ADMINISTRATION

·        Ensuring a clean, organized, and professional office environment

·        Set up in-office meetings

·        Receptionist duties: answering incoming telephone calls, directing calls and walk-ins, handling public inquiries, and distributing mail to staff

·        Monitor the general office email inbox

·        Purchase and restock office supply inventory

·        Time tracking: ensure staff time sheets are completed weekly

·        Assist Bookkeeper with Reimbursable expense tracking

·        Organize and manage office events

·        Monthly Invoicing & Coordination with Director of Finance

·        Coordinate staff travel reservations

·        Support staff with clerical and administrative duties on request

·        Retrieve plans from City and County departments when applicable

·        Coordinate office building maintenance

·        Maintain office vendor relations

EDUCATION/EXPERIENCE REQUIREMENTS:

·        Bachelor’s Degree

·        4 years of executive assistant experience

·        Proficient in Microsoft Office Applications

·        Knowledge of Adobe Creative Suite is a plus

·        Previous support in an administrative role

·        Ability to multitask in a fast-paced environment

·        Exceptional attention to detail and highly organized

·        Ability to prioritize and manage work independently

·        Excellent verbal and written communication skills

·        Must have a car and a valid driver’s license

·        Ability to work constructively as a member of a team

·        Proactive and positive demeanor

BENEFITS

·        Competitive salary commensurate with experience

·        Group Health Insurance with Vision and Dental options

·        Paid Time-Off

·        401K Plan participation

·        Education Reimbursement Benefit

·        Health and Wellness monthly Benefit

·        Telephone Reimbursement Monthly Benefit

TO BE CONSIDERED

Please email careers@anacapaarchitecture.com with a COVER LETTER and RESUME. Please visit our website and Instagram account to learn more about our work. No phone calls, please.

ABOUT US

Anacapa is a highly progressive architecture and design firm based in Santa Barbara, California, with an office in Portland, Oregon. We are an innovative team of creative young designers who work collaboratively on all our projects.

We are committed to promoting diversity in the workplace.

Website | www.anacapaarchitecture.com

Instagram | Anacapa_Architecture @anacapa_architecture