The CHLA Office Manager & Executive Assistant is a hybrid role that blends executive support, office management, finance support, and marketing coordination to support a growing office and its thriving culture. This staff member will play a key role in maintaining and supporting a creative office with a dedicated design team.
The Operations & Executive Assistant must be highly organized, proactive, and able to juggle multiple priorities while maintaining attention to detail and a warm, welcoming atmosphere. They will be responsible for ensuring that internal systems—from supplies to schedules to billing—operate effectively, so Principals and staff can focus on design.
Responsibilities focus on the following:
Office Operations
- Oversee daily office operations to ensure a clean, organized, and welcoming environment.
- Manage front office intake, visitors, mail, deliveries, and phone coverage (as needed).
- Coordinate office vendors (cleaning service, equipment maintenance, repairs).
- Order and manage office, kitchen, and bathroom supplies.
- Maintain organization of closets, storage, flat files, library, and archives.
- Manage office equipment including printers and plotters (coordination, maintenance, billing logs).
- Support office culture and morale through thoughtful touches, events, and seasonal updates.
- Maintain the office calendar and coordinate internal events.
Executive Assistant - Principals
- Manage Principals’ calendars, meetings, site visits, and travel.
- Act as a professional point of contact on behalf of Principals.
- Assist with new hire logistics, including interview scheduling and correspondence.
Marketing & Business Development Support
- Assist the Marketing Coordinator with social media support, contact management, and tracking publications and awards.
- Assist with business development efforts, including client onboarding, RFPs, proposal preparation, contracts, and initial client communications.
- Enter prospect and project data into BigTime/Notion/Server.
- Assist with periodic client check-ins and gifting initiatives to support strong client relationships.
Finance Manager Support
- Support the Finance Manager with invoice preparation, prebills, and reporting.
- Track printing logs and other billable office expenses.
- Coordinate construction invoices, payments, and W-9 collection.
- Track licensure renewals, EZ Pass usage, donations, and office-related expenses.
- Ensure time entry compliance in BigTime.
Educational & Experience Requirements
- BA or BS degree preferred.
- 5+ years of experience in administrative, operations, or office management roles.
- Familiarity with design or architecture studios preferred.
- High attention to detail and discretion with confidential information.
- Strong writing, communication, verbal, and organizational skills.
- Comfortable with software such as Microsoft Office, Google Workspace, and ideally Notion/BigTime.
- Comfortable juggling multiple priorities independently.
- Interest in design, gardens, or the built environment.
Job Type: Full-time
Pay: $42,500.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Preferred)
Work Location: In person
