Executive Assistant

Local applicants only (Bay Area).

Terra Ferma Landscapes Architecture company seeking a motivated individual to assist in our office. The Executive Assistant enhances the Owner’s/executive’s effectiveness by providing information management support and representing the Owner/executive to others.

Job Responsibilities:

· Maintains Owner/executive appointment calendar by planning and scheduling meetings, conferences, teleconferences, and business and personal travels.

· Acts as the point of contact between the Office and Clients focusing on maintaining Owner’s schedule, meetings and appointments with precise preparation and punctual reminders.

· Assists Owner with various personal requests and tasks.

· Produces and facilitates internal communication by transcribing, recording, and formatting, meeting discussions and notes to produce reports, presentations and briefs.

· Conserves Owner/executive's time by reading, researching, and routing correspondence, drafting letters and documents, and collecting and analyzing information to provide abbreviated methods for decision making, solutions, and efficient processes.

· Accompanies the Owner/executive by attending meetings, field visits, new leads and any related business developments.

· Attend meetings, field visits, new leads, and other business developments with the Owner/executive.

· Collaborates with the Design Department to provide support for new lead attendance, proposal writing and scheduling.

· Welcomes guests and Clients by greeting them, in person or on the telephone; answering or directing inquiries and transcribing messages.

· Orchestrates company events for holiday celebrations, staff appreciation and recognition, and key staff meetings. Events include but are not limited to: Company summer picnic and holiday party, key staff holiday party, and key staff bi-annual lunch.

· Interacts with Clients and vendors (as needed) to understand current issues/situation(s) to draw upon feasible solutions keeping with the best management practices of TFLA.

· Maintains the organization and cleanliness of all office spaces and equipment storage on a daily basis as well as coordinates with the Office Administrator to keep items stocked and available for the company.

Job Qualifications:

· Proven experience as an Executive Assistant, Executive Administrative Assistant or similar role

· Knowledge of office procedures

· Solid experience with office management systems and/or related management systems.

· Familiarity with online calendars and cloud systems

· Experience using office equipment, including printers and fax machines

· Strong communication skills (via phone, email and in-person)

· Experience exercising discretion and confidentiality with sensitive company information

· Excellent organizational skills with an ability to think proactively and prioritize work

· College degree; additional qualifications as Personal Assistant or Secretary are a plus