Job Details

Our Client is seeking an Administrative Assistant to add to their growing team in San Francisco. This individual will manage a main group of 10 administrative staff professionals and support an office of 100 employees in the San Francisco office. The role works onsite with normal M-F flexible hours, no travel, pays in the $130K - $150K range based on experience and includes an ample benefit plan.

The key to this role is past experience managing an administrative support team, preferably in the financial services arena. Strong technical skills are required around the use of Microsoft Office, SAP/Concur (expense reporting), SalesForce, and ZOOM meeting set up. This individual serves as a key point of contact for the entire office and makes sure all things administrative run smoothly. This team manages schedules, communications, and administrative tasks while fostering strong relationships with internal and external stakeholders. The incumbent will:

• Manage and develop a diverse team of administrative support professionals across 2 floors in downtown San Francisco.
• Ensure seamless execution of daily operational tasks while fostering a collaborative and high-performance work environment.
• Implement and refine office administration and procedures to enhance organizational effectiveness, efficiency, and workplace safety, maintaining a smooth and well-coordinated office ecosystem.
• Oversee office enhancements, manage office inventory, vendor relationships, and fire and safety protocols, ensuring adherence to compliance and budget constraints while maintaining a high functioning office environment.
• •Develop and enforce intra-office communication protocols, optimize administrative procedures, and oversee inventory control, office staff supervision, and task delegation to enhance operational efficiency.
• Collaborate with HR to ensure administrative staff comply with department policies and procedures while reinforcing a culture of accountability, professionalism, and inclusion.
• Plan and execute large-scale annual events, as well as smaller team-building activities and employee wellness initiatives to foster engagement, morale, and a positive workplace culture.
• Partner with leadership to manage space planning and optimize office layouts for functionality and efficiency.
• Oversee the onboarding process for all new employees, ensuring a seamless and welcoming integration experience while facilitating administrative support during their transition.
• Assign and coordinate administrative support teams, streamline workflows, and provide coaching and development opportunities to maximize individual and team performance.
• Lead and mentor administrative professionals, identifying areas for growth and providing continuous coaching and skill development to enhance individual career trajectories and team capabilities.
• Partner with Corporate Real Estate to drive large-scale facility projects, including office moves, redesigns, and workplace enhancements, ensuring alignment with organizational needs and strategic goals.
• Produce PowerPoint presentations, Word documents, and Excel spreadsheets.

Qualifications

• Bachelors Degree
• 5+ years managing a team/office in support of administrative duties.
• 5+ years of administrative experience in a professional setting
• 2+ years experience supporting C-Level executives
• Strong Microsoft Office experience
• Experience tracking and inputting expenses, creating presentations and scheduling travel
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and proven ability to handle confidential information with discretion.
• Highly adaptable to competing demands, providing the highest level of customer service.

Preferred but not required

• Financial Services background
• Experience with SAP/Concur
• Experience with SalesForce software