What are the responsibilities and job description for the Executive Assistant and Special Projects Manager position at Fletcher Studio?
*Please submit your application on our website: https://www.fletcher.studio/careersThe Executive Assistant and Special Projects Manager will coordinate several of our small firm’s operational duties and help administer our office procedures, ensuring the workplace operates smoothly and efficiently. The ideal candidate is highly organized and has a proven track record in a professional office environment; a self-starter who is precise, courteous and efficient in the professional communications to the larger office team and to external consultants and clients. Excellent verbal and written communication skills are required and the ability to implement systems and procedures.The Executive Assistant and Special Projects Manager acts as the coordinator for Principals to schedule and communicate with the studio team and also to external project teams and consultants. While unique in the Studio, the position is highly valued and offers opportunities for growth in assisting the Studio with business development and in guarding the Studio’s culture. Essential Responsibilities:Support principals as an Executive Assistant by managing complex calendars, planning travel, communicating internally and externally as directed, and supporting some personal requests as needed to enable efficiency.Develop, manage and track the studio’s general calendar and scheduling meetings involving more than one staff member, clients, and external colleagues.Facilitate communication within the studio and on behalf of the studio, serving as the front line for inquiries directed to the Studio, and directing phone, email and mail appropriately.Coordinate and facilitate weekly studio staffing meetings, setting the agenda, and updating action items.Coordinate Studio special events and gatherings, including but not limited to booking facilities, procuring equipment, confirming all arrangements, and sending invitations.Draft and manage marketing communications and publication requests. Draft and finalize texts including website content, social media, project proposals and general correspondence.Coordinate with consulting graphic designer and photographers. This includes organizing special projects and photography of the Studio’s projects.Support staff recruiting by proactively communicating with applicants, managing files, and facilitating a smooth interview process.Actively maintain the Studio’s contacts, mailing lists, subscriptions and memberships.Organize and maintain the Studio’s files, both physical and digital, as well as the materials library, technical library and archive.Monitor and maintain the studio’s business license.Book travel for Studio staff as well as visiting clients and consultants, including hotel reservations and transportation.Under the direction of the Human Resources consultant, onboard new hires in general office procedures, schedule employee reviews, and assist with benefits onboarding. Qualifications and Skills:Education and Training: Bachelor’s degree minimum.Work Experience: Minimum five to seven years professional Executive Assistance and/or Office Management experience.Proficiency with Google Suite of products or Microsoft Office, including Google Calendar, Docs, and Sheets.Excellent writing, communication, and organization skills and attention to detail. Demonstration of correct English usage, including spelling, grammar, punctuation, and vocabulary.Ability to communicate effectively with staff, colleagues, and the public, whether in person, on the telephone, or in writing.Ability to organize work, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction.Ability to work effectively under pressure and meet deadlines.Knowledge of standard professional practices, including letter/email writing, filing, scheduling, database management, time and project management software, virtual meeting applications, answering telephones, and the operation of common office equipment. Benefits Perks: Full-time competitive compensation and eligibility for discretionary bonus(es).Medical Benefits.Paid Time Off/Vacation and Paid Holidays.401k Available with matching incentive. Compensation: The salary range for this position will be commensurate with the candidate’s experience.Location: In-OfficeHours: Full time, 40 hours per week
Salary : $22 - $29