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 26^th 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

When the devastating Butte County Camp Fire ravaged Northern California in November, Changing Places owner Margaret Walsh knew she needed to help. 

Margaret was diagnosed in 1984 with celiac disease, a genetic autoimmune illness. The body cannot ingest any quantity of gluten. She knew that the emergency food given out, Meals Ready To Eat (MRE) had gluten in it. Therefore, it was imperative to find food for those who had to be on a gluten-free diet.

Margaret contacted Jennifer Iscol, President of the Celiac Community Foundation of Northern California, a friend through their mutual support of celiac disease awareness and advocacy. Margaret is the West Coast business advisor for Beyond Celiac.

Jennifer told Margaret the Gluten Free & Allergen Friendly Expo taking place in San Mateo that weekend would potentially have 300 pounds of food to be donated. She needed more volunteers to help arrange transportation and make community contacts. At that point, it did not appear likely any of the food would be transported for fire relief or reach people with a medical dietary need for it.

Margaret rented a van and, with the help of her neighbor Alain, headed to the San Mateo Expo. Due to low attendance caused by poor air quality from the fires, along with the generosity of the vendors, she was able to fill the van with 1,200 pounds of gluten-free food! Other volunteers, including one from Peninsula Food Runners, took three carloads of perishable food to two charities in Santa Clara. In Butte, a lot of the food was spoiling because there was not enough electricity for refrigeration.

Margaret and Alain drove to Oroville, CA and delivered the products to the Community Action Agency of Butte County (CAA). CAA runs the distribution center, North State Food Bank, which before the fire was serving 45,000 hungry residents a month at 52 community sites plus 48 U.S. Dept. of Agriculture food sites.

CAA pledged to create a stand-alone gluten-free and allergen friendly distribution site. In order to accomplish this, a great deal must be done. Margaret states, “We have to fill the kitchens, pantries and food bank with gluten-free and allergen friendly food because most donated food has gluten and common allergens in it.” 

At the moment, the only treatment for celiac disease is to eat a strict gluten-free diet. One in 133 Americans, or 1% of the population (3 million Americans), has celiac disease. It is estimated that 83% of Americans who have celiac disease are undiagnosed or misdiagnosed with other conditions. Research also estimates that 18 million Americans have gluten sensitivity. All of these people need to be on a gluten-free diet. More facts can be found HERE.

This will be an ongoing effort, and again, Margaret knows how crucial it is to get food to these fire victims. “Finding gluten-free food to eat on a daily basis, is a one-meal-at-a-time effort, and that is not easy even without an emergency. The shortage of safe food for people on a medically restricted diet is critically serious in a disaster zone.”