The John Stewart Company

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Office Manager and Executive Assistant

Office Manager and Executive Assistant

Job ID 
2017-1280
Location Name 
San Francisco Corporate Office
# of Openings 
1
Additional Location  
..
Job Locations 
US-CA-San Francisco
Additional Location  
..
Category 
Administrative/Clerical
Type 
Regular Full-Time
Minimum Salary 
Maximum Salary 

More information about this job

Overview

 

This position plays a key role in ensuring the quality and efficiency of corporate office operations and administrative support for executive leadership, and regular duties will vary as necessary to meet that goal.  Corporate office operation duties include supervision of Receptionist and Administrative Assistant, all corporate office services and supplies, mail, office reception, office space, project management and other related duties and are carried out under the supervision of the Chief Operating Officer (COO).  This position provides significant administrative support to the Vice President of Development while also, to a lesser degree, supporting the Chief Operating Officer (COO).  Administrative support includes managing correspondence, tasks and timelines associated with development project audits, cost certifications, financials and payment draws; managing various data schedules; making copies and filing, answering phone inquiries, scheduling, travel, basic project management and other related duties.

Responsibilities

Corporate Office Management

 

  • Serve as main contact for building manager;
    • Communications from building management to JSCo employees
    • Maintenance and work order requests for JSCo office
    • Coordination of JSCo Emergency Monitors
  • Review and approve invoices related to corporate office
  • Recommend and implement office policies
  • Establish standards and procedures
  • Supervise office staff
  • Review and approve supply requisitions
  • Liaise with other agencies, organizations and groups
  • Maintain and update corporate organizational charts
  • Maintain office equipment
  • Manage the corporate headquarters’ receptionist and administrative assistant.
  • Coordinate temporary staffing needs for the corporate office.
  • Interview, hire, train, evaluate, discipline and terminate all supervised staff in accordance with JSCo Personnel Policies
  •  Conduct timely annual evaluations of all staff and establishes goals and objectives for next evaluation period.  Reviews, approves and submits employee timesheets based on the posted payroll schedule
  •  Assist in the implementation of the JSCo Safety Program
  •  Develop and maintain appropriate and positive working relationships with JSCo staff, partners and vendors
  •  Manage all Corporate-issued laptop connect cards
  •  Responsible for maintaining and updating all Company distribution lists
  •  Manage onsite storage facility contents and follows record retention procedures

     Executive Assistant

 

  • Support COO and VP of Development and COO in their work activities
  • Manages correspondence from auditors, funders and business partners
  • Create and actively manager complicated data schedules in Excel and other software tools
  • Draft and mail correspondence
  • Work with sensitive/confidential information
  • Create and maintain files, both hard copy and electronic
  • Schedule meetings/conference calls
  • Credit card account maintenance
  • Assist with special projects as requested
  • Update and/or create Excel spreadsheets, fliers, reports, and other documents as requested
  • Field phone calls to managers when they are not present if necessary
  • Provide information and assistance in a professional manner
  • Assist with making copies (in house or through a print vendor), assembling enclosures, creating labels, and meeting deadlines for mailing
  • Assist with special projects as requested
  • Actively manage tasks and timelines associated with development projects audits, cost certifications, financials and payment draws
  • Provide back-up support to the receptionist and administrative assistant as needed

Qualifications

  • A minimum of five years of experience as Executive Assistant is needed. Previous experience in planning, scheduling and completing major projects with minimum guidance.
  • Knowledge of Microsoft Office programs such as Word, Excel, PowerPoint and Outlook.
  • Ability to work with technology and development software
  • Must have experience in project management

Equal Opportunity Employer

The John Stewart Company (“JSCo”) provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws.
San Francisco ONLY: JSCo will consider qualified applicants with a criminal history pursuant to San Francisco’s Fair Chance Ordinance. Oakland ONLY: Section 3 candidates will be given priority at Section 3 properties. Los Angeles City ONLY: JSCo will consider applicants with a criminal history in compliance with the Los Angeles City Fair Chance Ordinance.