Executive Assistant / Office Manager
Pacific Design LLC – San Francisco Bay Area, CA
Job Type: Full-Time
Compensation: Competitive salary based on experience
Benefits: Medical Coverage | Professional Development | Career Advancement
Job Overview
Pacific Design LLC is a growing Bay Area landscape design-build firm specializing in high-end residential projects ranging from $100,000 to $1.5M+.
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to work directly with our CEO and help manage the company's day-to-day administrative and office operations.
This is more than a traditional administrative position. You will serve as a key point of coordination between the CEO, clients, project managers, designers, vendors, and internal operations.
We're looking for someone who can anticipate what needs to happen next, follow through without constant supervision, and bring structure to a fast-moving environment.
Why Join Pacific Design?
Work Directly With Leadership – Gain exposure to company operations, projects, clients, and strategic growth.
Meaningful Responsibility – Take ownership of scheduling, administrative systems, communication, organization, and follow-up.
Variety – Work across executive support, office operations, accounting coordination, client communication, and project administration.
Career Growth – Opportunity to grow into a larger Office Management, Operations, or Executive Administration role as the company expands.
Key ResponsibilitiesExecutive & Office Support
- Manage the CEO's calendar, meetings, appointments, reminders, and travel
- Organize important follow-ups, deadlines, and action items
- Assist with email management, correspondence, reports, and documents
- Maintain organized company files, contracts, and records
- Handle incoming calls and administrative inquiries
- Prepare meeting notes and track action items through completion
- Assist with invoices, receipts, expenses, and payment tracking
Project & Client Coordination
- Communicate with project managers, designers, clients, and vendors
- Assist with client scheduling and administrative follow-up
- Track documents, approvals, contracts, and internal deadlines
- Follow up on outstanding items to ensure commitments and deadlines are met
What We're Looking For
- Previous experience as an Executive Assistant, Office Manager, Administrative Manager, or similar role
- Experience supporting a CEO, business owner, or senior executive preferred
- Excellent organizational and time-management skills
- Strong written and verbal communication skills
- Professional and confident communication with clients and vendors
- Strong attention to detail and ability to manage multiple priorities
- Proficiency with Microsoft Office and/or Google Workspace
- Comfortable working with spreadsheets and business documents
- QuickBooks or similar accounting software experience preferred
- Strong judgment and ability to handle confidential information
- Construction, design-build, architecture, or real estate experience is a plus
The Right Person
We're looking for someone who is:
Proactive – You anticipate needs instead of waiting for every instruction.
Organized – You naturally create structure and keep track of details.
Resourceful – When you don't know the answer, you know how to find it.
Accountable – When you say something will be done, it gets done.
Professional – You represent the company well with clients, vendors, and team members.
Adaptable – You can adjust quickly when priorities change while staying organized.
Most importantly, we're looking for someone who sees what needs to be handled and takes ownership of getting it done.
Compensation & Benefits
- Competitive full-time salary based on experience
- Medical coverage
- Professional development opportunities
- Direct exposure to company leadership
- Opportunity for increased responsibility and career advancement
Schedule
Full-Time | San Francisco Bay Area
This is an active administrative and operational position requiring regular communication with the CEO, clients, project managers, designers, and vendors.
How to Apply
If you enjoy bringing organization to a busy environment, staying several steps ahead, solving problems, and becoming a trusted right hand to leadership, we'd like to hear from you.
Please apply through Indeed and/or email [email protected] with:
- Resume
- Cover letter explaining why you're a strong fit
- Brief description of your experience supporting executives or managing office operations
Email Subject: Executive Assistant / Office Manager Application – [Your Name]
Join Pacific Design and play an important role in the organization and operational foundation behind a growing Bay Area design-build company.
Job Type: Full-time
Pay: $29.14 - $31.08 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
