Office Manager Studio Coordinator Executive Assitant

Office Manager / Studio Coordinator & Executive Assistant

Quezada Architecture (QA) is a women-owned architecture and design firm located in San Francisco's historic Jackson Square neighborhood. We are a collaborative team of architects, designers, and problem-solvers who care deeply about design, our clients, and each other.

We are looking for an organized, resourceful, people-oriented Office Manager / Studio Coordinator & Executive Assistant to help keep our studio running smoothly.

This is a highly visible role that touches nearly every aspect of the firm. You'll work closely with our Partners, support our staff, help welcome new employees, coordinate office activities and events, assist with recruiting and marketing efforts, and generally be the person who helps keep all the moving pieces together.

The ideal candidate enjoys being the person everyone relies on. You are calm under pressure, exceptionally organized, proactive, and genuinely enjoy helping people succeed. You are equally comfortable coordinating an office event, solving a last-minute problem, organizing a calendar, welcoming a visitor, or helping a teammate find what they need.

A sense of humor, flexibility, and the ability to juggle multiple priorities are essential.

Experience working in an architecture, interior design, engineering, construction, or related professional services firm is strongly preferred.

Why This Role Is Different

QA is a boutique firm, and relationships matter here.

You'll work directly with the firm's Partners and leadership team while building relationships across every level of the organization. Everyone wears multiple hats, contributes to the success of the firm, and supports one another. This role is no exception.

No two days are alike. One morning you may be coordinating an office move, planning a staff event, or onboarding a new employee; the next you may be supporting executive travel, assisting with a proposal, or helping organize a community volunteer day.

You'll work closely with everyone from our newest employees to firm leadership and quickly become an important part of the day-to-day life of the studio.

We are looking for someone who enjoys variety, values personal relationships, and prefers the energy of a collaborative, close-knit team over a large corporate environment.

If you enjoy helping people, keeping things moving, paying attention to the details, and being part of a team where your contributions are noticed and appreciated, you'll likely thrive at QA.

What You'll Do

Office Management & Studio Experience

• Serve as the welcoming face of QA and help foster an engaging, positive studio culture
• Partner with leadership on employee engagement, office initiatives, and team events
• Coordinate onboarding and offboarding of employees
• Support HR administration including PTO tracking, benefits coordination, and employee communications
• Manage office supplies, snacks, lunches, and workplace amenities
• Coordinate conference rooms, calendars, vendor meetings, and lunch-and-learns
• Plan office celebrations, team outings, volunteer events, and special initiatives
• Maintain a professional, organized, and welcoming workplace environment
• Monitor office insurance requirements including business and professional liability policies
• Manage mail, deliveries, shipping, and office logistics
• Monitor office memberships, subscriptions, and recurring vendor contracts
• Coordinate travel arrangements and logistics for staff as needed
• Assist with planning and execution of our upcoming office relocation

Recruiting & Talent Support

• Post job openings and coordinate recruiting efforts
• Work with recruiters and hiring managers
• Schedule interviews and assist with candidate communications
• Support employee onboarding and orientation

Project & Administrative Support

• Assist project managers with staffing and resource tracking
• Maintain project records and filing systems
• Track contracts, proposals, and project documentation
• Support fee tracking and project administration processes
• Assist accounting, project management, and leadership teams as needed

Technology & Equipment Coordination

• Coordinate equipment procurement and employee setup
• Track hardware, software, and technology assets
• Partner with our IT and BIM teams to support staff needs

Marketing & Business Development Support

• Track professional certifications, registrations, and renewals including WBE and other firm certifications
• Support proposal and RFP submissions
• Assist with marketing collateral and presentations
• InDesign experience is helpful but not required

Executive Assistant Support

Provide direct support to the firm's two Partners and Marketing Director, including:

• Calendar management and scheduling
• Travel planning and coordination
• Expense reporting and timecard administration
• Event coordination and client hospitality
• Special projects and administrative support
• Helping keep busy leaders organized and on schedule

Office Mascot Support

• Comfortable interacting with and occasionally caring for our friendly office Westie, including walks when the Partners are in meetings or out of the office

What We're Looking For

• Bachelor's degree or equivalent professional administrative experience
• 3–7 years of experience in office management, executive support, studio coordination, or a related role
• Experience within architecture, interior design, engineering, construction, or professional services firms is highly desirable
• Exceptional organizational and multitasking abilities
• Strong written and verbal communication skills
• Excellent judgment and problem-solving skills
• High level of professionalism and discretion with confidential information
• Ability to anticipate needs and work proactively
• Comfortable managing multiple priorities in a fast-paced environment
• Strong Microsoft Office skills (Outlook, Word, Excel)
• Adobe InDesign experience is a plus
• Experience with Ajera or similar project/accounting software is helpful but not required
• Positive attitude, sense of humor, and willingness to jump in wherever needed
• Must enjoy working in a dog-friendly office environment

Compensation & Benefits

• Salary range: $70,000–$80,000 annually, depending on experience
• Comprehensive medical, dental, and vision coverage
• Chiropractic and wellness benefits
• 401(k) with company match
• Long-term disability coverage
• Generous paid time off and holidays

What You'll Love About QA

• Work directly with firm leadership and play a meaningful role in the day-to-day success of the studio
• Be part of a collaborative, creative, and supportive team
• Beautiful office in San Francisco's historic Jackson Square neighborhood
• Opportunity to help shape culture, workplace experience, and team engagement
• Exposure to exciting design projects and industry leaders
• Professional growth and mentorship opportunities
• Community involvement and volunteer initiatives
• A healthy, respectful workplace that values work-life balance

Location

This is a full-time, in-office position based in San Francisco.

If you're someone who enjoys helping people, thrives on organization, likes variety in your day, and wants to be an important part of a close-knit design firm, we'd love to hear from you.

Please submit your resume and cover letter in PDF format.