Office Manager Studio Coordinator Executive Assitant

Office Manager / Studio Coordinator & Executive Assistant

Quezada Architecture (QA) is a women-owned architecture and design firm located in San Francisco's historic Jackson Square neighborhood. We are a collaborative team of architects, designers, and problem-solvers who care deeply about design, our clients, and each other.

We are looking for an organized, resourceful, people-oriented Office Manager / Studio Coordinator & Executive Assistant to help keep our studio running smoothly.

This is a highly visible role that touches nearly every aspect of the firm. You'll work closely with our Partners, support our staff, help welcome new employees, coordinate office activities and events, assist with recruiting and marketing efforts, and generally be the person who helps keep all the moving pieces together.

The ideal candidate enjoys being the person everyone relies on. You are calm under pressure, exceptionally organized, proactive, and genuinely enjoy helping people succeed. You are equally comfortable coordinating an office event, solving a last-minute problem, organizing a calendar, welcoming a visitor, or helping a teammate find what they need.

A sense of humor, flexibility, and the ability to juggle multiple priorities are essential.

Experience working in an architecture, interior design, engineering, construction, or related professional services firm is strongly preferred.

Why This Role Is Different

QA is a boutique firm, and relationships matter here.

You'll work directly with the firm's Partners and leadership team while building relationships across every level of the organization. Everyone wears multiple hats, contributes to the success of the firm, and supports one another. This role is no exception.

No two days are alike. One morning you may be coordinating an office move, planning a staff event, or onboarding a new employee; the next you may be supporting executive travel, assisting with a proposal, or helping organize a community volunteer day.

You'll work closely with everyone from our newest employees to firm leadership and quickly become an important part of the day-to-day life of the studio.

We are looking for someone who enjoys variety, values personal relationships, and prefers the energy of a collaborative, close-knit team over a large corporate environment.

If you enjoy helping people, keeping things moving, paying attention to the details, and being part of a team where your contributions are noticed and appreciated, you'll likely thrive at QA.

What You'll Do

Office Management & Studio Experience

Serve as the welcoming face of QA and help foster an engaging, positive studio culturePartner with leadership on employee engagement, office initiatives, and team eventsCoordinate onboarding and offboarding of employeesSupport HR administration including PTO tracking, benefits coordination, and employee communicationsManage office supplies, snacks, lunches, and workplace amenitiesCoordinate conference rooms, calendars, vendor meetings, and lunch-and-learnsPlan office celebrations, team outings, volunteer events, and special initiativesMaintain a professional, organized, and welcoming workplace environmentMonitor office insurance requirements including business and professional liability policiesManage mail, deliveries, shipping, and office logisticsMonitor office memberships, subscriptions, and recurring vendor contractsCoordinate travel arrangements and logistics for staff as neededAssist with planning and execution of our upcoming office relocation

Recruiting & Talent Support

Post job openings and coordinate recruiting effortsWork with recruiters and hiring managersSchedule interviews and assist with candidate communicationsSupport employee onboarding and orientation

Project & Administrative Support

Assist project managers with staffing and resource trackingMaintain project records and filing systemsTrack contracts, proposals, and project documentationSupport fee tracking and project administration processesAssist accounting, project management, and leadership teams as needed

Technology & Equipment Coordination

Coordinate equipment procurement and employee setupTrack hardware, software, and technology assetsPartner with our IT and BIM teams to support staff needs

Marketing & Business Development Support

Track professional certifications, registrations, and renewals including WBE and other firm certificationsSupport proposal and RFP submissionsAssist with marketing collateral and presentationsInDesign experience is helpful but not required

Executive Assistant Support

Provide direct support to the firm's two Partners and Marketing Director, including:

Calendar management and schedulingTravel planning and coordinationExpense reporting and timecard administrationEvent coordination and client hospitalitySpecial projects and administrative supportHelping keep busy leaders organized and on scheduleOffice Mascot Support

Comfortable interacting with and occasionally caring for our friendly office Westie, including walks when the Partners are in meetings or out of the office

What We're Looking For

Bachelor's degree or equivalent professional administrative experience3–7+ years of experience in office management, executive support, studio coordination, or a related roleExperience within architecture, interior design, engineering, construction, or professional services firms is highly desirableExceptional organizational and multitasking abilitiesStrong written and verbal communication skillsExcellent judgment and problem-solving skillsHigh level of professionalism and discretion with confidential informationAbility to anticipate needs and work proactivelyComfortable managing multiple priorities in a fast-paced environmentStrong Microsoft Office skills (Outlook, Word, Excel)Adobe InDesign experience is a plusExperience with Ajera or similar project/accounting software is helpful but not requiredPositive attitude, sense of humor, and willingness to jump in wherever neededMust enjoy working in a dog-friendly office environment

Compensation & Benefits

Salary range: $70,000–$80,000+ annually, depending on experienceComprehensive medical, dental, and vision coverageChiropractic and wellness benefits401(k) with company matchLong-term disability coverageGenerous paid time off and holidays

What You'll Love About QA

Work directly with firm leadership and play a meaningful role in the day-to-day success of the studioBe part of a collaborative, creative, and supportive teamBeautiful office in San Francisco's historic Jackson Square neighborhoodOpportunity to help shape culture, workplace experience, and team engagementExposure to exciting design projects and industry leadersProfessional growth and mentorship opportunitiesCommunity involvement and volunteer initiativesA healthy, respectful workplace that values work-life balance

Location

This is a full-time, in-office position based in San Francisco.

If you're someone who enjoys helping people, thrives on organization, likes variety in your day, and wants to be an important part of a close-knit design firm, we'd love to hear from you.

Please submit your resume and cover letter in PDF format.