Job Description

About Us:

We are a top Silicon Valley architectural and interior design firm (Silicon Valley Business Journal Book of Lists) with 50 years of exciting project experience. We've also been recognized for our expertise in all aspects of commercial architecture; our projects range from corporate office, retail, restaurant, industrial to the medical field. Our clients include local start-up businesses, large Fortune 500 and Top Ten technology companies.

We are a thriving company that takes pride in our employees and selectively choose exceptional candidates who will be best suited for this position as well as our company culture. We are looking for individuals who not only possess creativity, design quality, thoroughness and attention to detail but also a team player who has great interpersonal skills!

About the Role

The Administrative Assistant provides comprehensive administrative and operational support to the office and management team. This role ensures efficient day-to-day office operations by coordinating communications, managing schedules, maintaining records, supporting projects, and assisting with internal and external events.

Responsibilities

Office & Administrative Support

• Manage front desk operations, including greeting guests and answering, screening, and directing phone calls.

• Sort and distribute mail and packages and maintain overall office organization and tidiness.

• Maintain office and conference room calendars and assist with scheduling meetings and appointments.

• Coordinate office supplies, kitchen inventory, and equipment needs.

• Assist with troubleshooting office equipment in coordination with IT.

• Perform general clerical duties such as filing, organizing documents, and maintaining records.

Administrative & Executive Support

• Provide direct administrative support to managers and leadership, including calendar management and correspondence.

• Monitor and manage email communications and respond to information requests.

• Track, record, and assist with expense reports and reimbursements.

• Assist in travel coordination, meeting logistics, and event planning.

Event & Team Support

• Coordinate office events, team-building activities, and employee functions

• Assist with internal communications and staff engagement activities.

• Support marketing or business development events as needed.