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We’re Hiring! Project Coordinator/Executive Assistant

Project Coordinator/Executive Assistant

This position is part-time/jobshare for 2 days a week

Changing Places is a woman-owned Marin company celebrating its 26th year in business. Our team is expanding to accommodate our exciting growth.

This is a career posting – not just a job posting.

Who We Are

We’re a team of professional home organizers who manage the complex process of high-end moves, in addition to renovate, and stage homes anywhere in the word. Our business is fast paced, high-touch, fun, and different every day. We offer a flexible yet hardworking environment.

We are looking for a new Executive Assistant / Project Coordinator to support our executive team. You will manage mostly business related tasks for the management team, namely the owner and vice president (VP)..

The Account Executive/Project Manager will support our projects in the field as well as our office operations.  We prefer candidates who reside in Marin County.

Responsibilities:

  • Maintain simple ongoing summary of daily tasks completed, clarify what tasks remain pending/incomplete and clarify tasks for hand-off to job share partner – maintain this document in CP Documents for ease of access by owner & VP
  • Answering phones and routing calls to the correct person or taking messages.
  • Performing office duties that include ordering supplies and miscellaneous office maintenance
  • Basic travel planning including hotels, air, car and events bookings
  • Provide general administrative support to office staff, namely the owner and vice president
  • Handle annual dues and subscriptions
  • Product ordering & research
  • HR assistant tasks including paperwork management, scanning important employee files, maintaining folder system with Office Manager
  • Schedule appointments, sales calls for management team
  • Download photos from iPhone & insert into Dropbox
  • On occasion, transcribe notes from dictation and notes from walk-throughs, client meetings, etc.
  • Work within CRM to manage project files and contacts, clean up entries
  • Update project calendar
  • Compile expense reports
  • Coordinate & help plan marketing events (with VP or other Project Coordinators)
  • Learn to draft contracts & estimates
  • Personal task coordination for Margaret
  • Marketing tasks including ordering collateral, working with graphic designer, re-stocking collateral and marketing materials etc.

Required:

  • Proven experience as an executive assistant or other relevant administrative support experience
  • In-depth understanding of entire MS Office suite, Drop Box, basic CRM such as Zoho
  • In-depth understanding of Apple products including iPhone, iPhoto, iPad and Mac Mail plus photos within Apple products
  • Quickbooks Online experience is a plus
  • Ability to organize a daily workload by priorities
  • Must be able to meet deadlines in a fast-paced, quickly changing environment
  • Experience using office equipment, including scanners, printers and fax machines
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • A proactive approach to problem-solving with strong decision-making skills
  • Can-do attitude
  • Upbeat phone and in-person demeanor

Work Environment & Compensation

This position is part time, offers paid national holidays that fall on the employee’s work day, and a fun, flexible work environment.

Hours daily: Thursday & Friday, 9am-5pm. This is a non-exempt position (non-salaried and overtime applies, though it will not be expected that this position works overtime). This position is a job share (other employee would work Monday through Wednesday).

The office is located in San Rafael, CA.

Please send applications to Info@Changing-Places.com