Executive Assistant

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About SITELAB

SITELAB urban studio’s mission is to shape places from the ground up. A San Francisco-based design and strategy firm, SITELAB was founded in 2012 with the vision of engaging urban design as a social practice, beyond technical or formal study alone. SITELAB operates at the intersection of analysis and inspiration, with an expanded approach that merges urban design with design strategy, community engagement, graphic design and communications, in order to improve, grow, and create opportunity in our cities.

The team at SITELAB (10 of us so far) are smart, curious, creative and humble. We all care about our work, about the issues in San Francisco and the Bay Area, and look for opportunities to contribute -- to the conversation, to the city, and to each other. SITELAB’s founder, Laura Crescimano, leads multiple complex projects, and is as focused on delivering quality impactful work and being client-driven as she is on building a collaborative culture within the office.


You should be someone who:

  • Can get into the weeds of an administrative issue while holding the big picture of what matters and the human side of it all

  • listens and observes closely

  • Communicates clearly

  • Anticipates issues and brings ideas to the table

  • Is eager to problem solve and support in a range of tasks

  • Can be flexible, handling the quick request or 10-minute check-ins when things are busy

  • Likes to be organized and can track priorities and to dos, whether email requests, phone calls, or team requests

  • Is comfortable with Excel and numbers

  • Brings experience to suggest useful methods and tools

  • Has adaptability to learn new software or approaches

  • Appreciates the energy and scrappiness of a small firm

  • Wants to support a female business owner and a diverse creative team

  • And has a sense of humor

Primary Responsibilities

  • Direct support to SITELAB founder (approximately 50%)

    • Day-to-day management of calendars and prioritization of conflicting needs

    • Email / Task sorting and delegation

    • Liaison to colleagues and clients on behalf of Laura

    • Travel arrangements

    • Expense reports

    • Coordinate logistics for meetings

    • Work in tandem with part time office manager

  • General Administrative (approximately 50%)

    • Coordinate with HR resources including create, update, and maintain personnel records and other records/data

    • Support certification filings as needed

    • Preparing monthly invoicing and project tracking

    • Arrange and book team outings, lunches, and events

    • Coordinating occasional vendors (printing, courier, etc)

    • Updates monthly monitoring reports

    • Support interviewing/hiring process (in coordination with the hiring manager

  • Optional Additional Responsibilities depending on experience/interest

    • Marketing support

    • Social Media support

    • Website updates

Experience

  • 3+ years working with a senior executive as an admin, EA or comparable

  • Software Requirements:

    • Google Suite (gmail, docs, sheets, slides)

    • Microsoft (Office, Excel)

    • Nice but not required: Indesign, Squarespace