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Office Coordinator & Executive Assistant
Office Coordinator & Executive AssistantWolcott Architecture • Los Angeles, CA, US
Office Coordinator & Executive Assistant

Office Coordinator & Executive Assistant

Wolcott Architecture • Los Angeles, CA, US
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Purpose of Position :

  • Serve as a full-time Office Coordinator & Executive Assistant (OCEA) in the front office, answering phones, greeting guests, and being the first point-of-contact for all incoming and outgoing communication to the office.

Provide administrative assistance and support to the Principal required to maintain daily operations of a non-technical nature.   Office Coordination Typical Duties, approximately 70% of time :

  • Serve as first point-of-contact for the front office, providing a polished and professional impression for employees and guests.  Answer phones, sometimes in periods of high traffic and volume.
  • Greet visitors and inform the staff of visitors’ arrival.
  • Maintaining correspondence using company format and standards (i.e., punch lists, work authorizations, meeting reports, memos, transmittals, etc.), as directed by senior staff or management personnel.

    • Preparation of spreadsheets, graph charts and general documentation from redlined documents prepared by Senior Staff or management Proficient in the following software :

  • Microsoft Word, Excel, Project, PowerPoint, Outlook, and Internet applications, etc.
  • Responsible for filing of all documents categorized by project as directed by Senior Staff or management on a timely basis.
  • Coordinate and set up meetings (in person or virtual), prepare rooms and parking for visitors.
  • Room set up (i.e. food, beverage, writing tables, whiteboards)  Responsible for acting as receptionist and telephone switchboard operator.   Responsible for faxing, emailing, messengering, and mailing correspondence.
  • Responsible for sending out overnight and courier requests via the appropriate vendors (i.e., FedEx or messenger service), including follow-up on delivery status.
  • Liaise and coordinate with vendors as needed.
  • Responsible for keeping the reception area, conference room, supply cabinets and office area always organized and stocked of mailing accessories.
  • Responsible for maintaining marketing materials in the reception area.
  • Overall cleanliness of the office, including the pantry areas.

    • May occasionally be called upon to :

  • a.
  • Prepare transmittals, brochures, or other marketing materials.                        b.
  • Perform tasks related to procurement or maintenance of the building.
  • Contribute to company event planning.

    • Executive Administrative Assistance, approximately 30% of time :

  • Provide scheduling assistance for the Principal.
  • Manage email traffic for the Principal.
  • Respond to emails on behalf of the Principal as needed.   Creating and maintaining a daily “hot items” list for the Principal, check in with Principal 1-2 times per day.
  • Prepare, proof, and maintain correspondence using WA format and standards (i.e., work authorizations, meeting reports, memos, agendas, transmittals, etc.), as needed by the Principal.
  • Sit in on internal team meetings with principal, follow up on behalf of the Principal.
  • Maintain recruiting files and applicant log.
  • Schedule and confirm phone and in-person interviews.
  • Track new employees in the introductory period, schedule 90-day reviews.    Track and schedule the annual performance evaluation process and the 90-day review process.

    • As needed, support Principal-led and marketing team initiatives as well as maintain marketing lists and coordinate social media roll-out.  Qualifications / Experience Required :

  • A minimum of three years of similar administrative support / operations support experience.
  • A high degree of discretion and professionalism.  Friendly, upbeat, can-do, service oriented.
  • Subscribes to the notion that “no job is too big or too small”.
  • Customer service experience is a plus.  Local, Los Angeles candidates only.
  • This is an onsite position at our office in Los Angeles.
  • No remote candidates please.
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