Description A. Office responsibilities • Provide high quality administrative support services to professional staff. • Open the office every morning (unlock front door, turn on all lights, fill the printers with paper, etc.) • Greet Guests and Clients • Develop and implement office administrative procedures and processes to ensure smooth operations. • General oversight of studio operations, including studio cleanliness, minor maintenance upkeep, filing and organizing studio supplies and resources, keeping things in general good order. • Maintain conference room schedule and room preparations. • Kitchen: Empty the dishwasher, restock the refrigerator, make coffee, order snacks for office, clean kitchen countertops during the day, clean refrigerator each week and throw out spoiled left over food. • Arrange catered lunches and/or events • Schedule vendor Lunch-n-Learns • Order food for Client workshops and or Team Meetings • Maintain master library database updates, organize library & magazines • Handle outgoing and incoming mail and packages. Schedule overnight (FedEx) or other courier services. • Manage and oversee maintenance and purchasing of office materials and equipment, including ordering paper for plotters/printers, maintain inventory, track and order office supplies. • Supervise janitorial and all vendor services. • Arrange all building repairs with landlord. • Maintain office license, alarm permit, and City letters of authorization for businesses B. Bookkeeping, HR responsibilities • Coordination with corporate Admin, HR, IT, and Accounting. • Assist HR with onboarding as needed. • Billing: Pull files monthly for billing & refile. Scan billing for submittal to Sausalito. Digital file monthly project invoices. Coordinate approval of Sub-consultant invoices • Update office project list and deadlines weekly • Administrative coordination with accounting and HR (Projections, job opens, printing monthly reports) • Coordinate travel itineraries with travel agent & arrange car service • Prepare Visa/Passport applications • Track and Renew all state licensure. • Keep up with CEU’s for licensed employees. C. Administrative responsibilities • Create documents from existing templates. • Supervise the maintenance of filing systems. • Answer and distribute calls on multi-line phone system. • Coordinate new Hire orientation & training. • Coordinate recruitment trips with selected universities annually • Complete and oversee word processing requests and creation of contracts and proposals. • Assist with coordinating and assembling all materials and information relating to marketing proposals and marketing materials. • Coordinate and organize company-wide or local events or meetings. Requirements Applicants should possess a proven ability to meet a multiple deadlines in an often fast-paced, efficient office environment. • We are looking for a proactive, resourceful self-starter, with the ability to delegate and prioritize workload. • Efficient organizational skills and excellent attention to detail. • Proficiency in PC-based computer software including Microsoft Office (Word, Excel, PowerPoint, Outlook), and Adobe Creative Suite (InDesign, Photoshop, Illustrator, Acrobat) is preferred. • Experience coordinating with accounting teams and knowledge of accounting aspects(A/R, A/P, monthly billing, etc.) is highly desired. • Interest in working in a creative environment. • 2-4 years of experience in a similar administrative-type position is preferred, but not required. • Previous experience managing people preferred Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more. Robert Half will consider for employment qualified applicants with arrest or conviction records in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. © 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .