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Executive Assistant | Office Coordinator

Tipping
Berkeley, CA

Apply Now

Job Details

Full-time
$33.65 - $41.82 an hour

Benefits

Health savings account
Health insurance
Dental insurance
Paid time off
Vision insurance
401(k) matching
Volunteer time off
Bereavement leave
Life insurance

Qualifications

Customer communication
Client database systems
Productivity software

Full Job Description

Tipping has been pushing the boundaries of engineering since 1983. We aim to unlock greater possibilities for our clients and community by elevating the craft of structural engineering, creating a safe, sustainable, and resilient built environment for the betterment of all.

Our design approach integrates structure within whole-project goals addressing the needs of all stakeholders, leading to cost-efficient, innovative, and responsive engineering solutions. We are committed to investing in our employees and the community around us, working to build and sustain collaborative, thriving relationships within and outside of our firm. We’re looking for candidates who are excited about engineering, technically rigorous, and thoughtful.

Executive Assistant | Office Coordinator

Years of experience: 3 to 5 years

We're looking for a sharp, highly organized Executive Assistant & Office Coordinator to join our team, full time and on site. This is a role for someone who genuinely thrives on complexity - who gets satisfaction from keeping multiple people and work streams organized, and who takes pride in the quality of everything that leaves their hands.

The work ranges widely, from supporting the CEO with client correspondence and fee proposals, to managing the day-to-day life of the office - vendors, facilities, supplies, onboarding, events. You'll be a central, trusted presence in the firm, and the kind of person everyone is glad to have around.

How your time will be divided:

CEO Support, 50%

- Fee proposals, client correspondence, scheduling, presentations, and project setup in our database (Cortex).
- Reporting to the Operations Director, handling front desk, shipping, vendors, supply management, onboarding, compliance tracking, kitchen/pantry maintenance, and company events.
- Proposal production and administrative support for Project Directors.

What you'll actually be doing:

On any given day, you might draft a client letter in the morning, coordinate a vendor for a facilities issue a little bit later, generate a fee proposal from templates in the early afternoon, and confirm logistics for an all-hands before you leave. Given the wide range of tasks, this job suits someone who appreciates variety and is motivated to be self-directed, taking ownership of the tasks under their charge.

A few specifics:

Set up new projects and contacts in Cortex, our project management database
Prepare fee proposals and client-facing documents using LibreOffice templates
Manage shipping and receiving across UPS, FedEx, GLS, and USPS
Coordinate janitorial services, equipment vendors, and building systems
Handle I-9 verification and new hire onboarding logistics
Track and renew professional licenses, memberships, and business certifications
Manage transportation accounts (Clipper cards, FasTrak)
Ensuring cleanliness and neatness of kitchens, maintaining office supplies and pantry inventory
Support staff meetings and firm events from planning through breakdown

What we're looking for:

The right person for this role has been around professional services firms long enough to know what "executive-level" really means - discretion, polish, anticipating what's needed before being asked, and consistently producing high-quality work products.

Bachelor's degree in Communications, Business Administration, or a related field
3-5 years of administrative experience in a professional services environment
Advanced proficiency in LibreOffice and/or Microsoft Office (especially Word, Excel, and PowerPoint)
Comfort with CRM/database systems and a track record of picking up new software quickly
- you notice when something sounds off, grammar and spelling need a refresh
Proven ability to manage competing priorities across multiple supervisors
Strong attention to detail, especially in client-facing documents and in checking figures and formulas on a spreadsheet
Confident, self-directed problem-solving and sound professional judgment
Enthusiastic to work in a collaborative ecosystem

Bonus points if you have experience in architecture, engineering, or construction; familiarity with fee proposal development; or knowledge of basic expense tracking and accounting procedures.

The environment

Our office is in Berkeley, CA. This is a fully on-site role with standard business hours and occasional flexibility for events. The work includes some physical tasks - lifting 20 lb. packages, managing supplies - so comfort with hands-on facilities work is part of the picture.

We'll be upfront: managing multiple supervisors requires someone who communicates clearly, pushes back when needed, and doesn't let things fall through the cracks. If that describes you, you'll fit right in.

Compensation: $33.65/hr to $41.82/hr, depending on experience

Ready to apply?

Send us your resume and a one-page cover letter telling us about a time you successfully managed competing demands from multiple stakeholders. Applications without a cover letter will not be considered - we want to hear how you think.

Benefits

We offer a competitive salary, as well as excellent benefits including: an HSA-qualified health plan; dental and vision allowance; life insurance; wage-replacement benefits for family and medical leaves of absence; licensure bonus; professional development allowance; 401k plan with company match; paid time off (vacation, sick, and bereavement leave; 9 holidays plus the weekdays between Christmas and New Year's Day); and time off for volunteering. And we sincerely encourage a healthy work-life balance!

How to Apply

You’ll be asked to include a cover letter, résumé, and any work samples you feel illustrate your qualifications.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other status protected by federal, state, or local law, regulation, or ordinance.

(Please note: communications from recruiters will be ignored.)

Apply Now

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