Join Blitz

Qualifications

Experience

• Minimum 5 years’ professional experience with a minimum of 3 in an executive support role.

• Experience in a creative or construction-related field is a strong plus

• Proficient in Adobe InDesign, the MS Office Suite, and Google Suite.

• Ability to work hybrid/remotely and communicate effectively via text/Slack/email. (Crucial given the Partner’s schedules).

• Experience with Bluebeam or Unanet a huge plus.

• Excellent written and verbal communication skills.  You must be able to match the Partners’ tone in emails and written correspondence. You must be succinct in your communication to the Partners given their limited windows of availability. 

Core Responsibilities

Aggressive Inbox Management & Actioning

• Filter & Triage: Monitor the Partners’ inboxes constantly during business hours. Delete noise, file reference material, and flag urgent items.

• Draft & Respond: Draft responses for routine inquiries, client updates, and vendor coordination. You will be empowered to reply on the Partners’ behalf for scheduling and administrative matters.

• The "Zero Inbox" Goal: Ensure the Partners end the day only needing to review high-level decisions, not administrative clutter. This may also be part of an end of day recap meeting.

Strategic Calendaring & Scheduling

• Calendar Tetris: Manage a complex, shifting calendar. distinct "Deep Work" blocks for design, "Commute" blocks for calls, and "Client" blocks.

• Logistics First: Ensure travel time, buffer time, and preparation time are baked into every appointment.

• Personal Coordination: Assist in integrating personal appointments and family logistics to ensure a seamless work-life flow.

Meeting Management & Documentation

• Agenda Creation: Ensure no meeting happens without a clear purpose and agenda.

• Minutes & Action Items: Attend key management and project meetings. Capture distinct, actionable minutes (not just transcripts).

• Follow-Up: Track "Who is doing What by When." Chase down deliverables from staff or consultants so the Partner doesn’t have to.

Project & Operational Support

• Schedule Building: Assist in building and maintaining project timelines for internal firm projects. Note: this is not a project management role.

• Gatekeeping: Serve as the first point of contact for external calls and vendors, prioritizing who gets access to the Principal.

• Manage hands-on client relationship tasks in support of business development, including writing and sending personal notes, sourcing and purchasing gifts, running errands, and owning the small but meaningful details that keep client, vendor and industry partner relationships warm.

Soft Skills

• Demonstrated history of Tenacity (our core value). You don’t just identify problems; you present solutions and execute them.

• Ability to work within a team environment.

• Ability to work on several projects simultaneously with multiple deadlines.

• Ability to advise and facilitate decision-making amongst multiple parties with asynchronous schedules.

• Upholds the highest standards of professionalism.

• Proven track record of discretion and confidentiality.  We work under NDA on nearly all projects and all staff are required to adhere to complete confidentiality.

Basic Requirements

• Candidates must currently reside in the Bay Area and have unrestricted authorization to work in the United States.

• Excellent verbal, written, and graphic communication skills, as well as excellent organizational skills.

• Candidates must have reliable personal transport and be willing to travel between the studios.  The role is operationally located in Sonoma County with many of the day-to-day activities occurring in Sonoma County so proximity to that market is desirable.

• Valid driver’s license.

Benefits

• Full-time employees receive four weeks PTO (including the week between Christmas and New Years when the firm is closed).

• Nine paid holiday days.

• Flexible working hours with a 4-day work week option

• Distributed work model.

• Full medical, dental, and vision coverage.

• 401(k) with generous matching.

• Salary range 75k to 90k.